SL 2014 Beneficiary Manual

Transcription

1 SL2014 Main application Central ICT system SL 2014 Beneficiary Manual Version

2 Edited by: Department of Territorial Cooperation Ministry of Economic Development Warsaw, 2016

3 Contents Introduction Logging in to the system epuap Trusted Profile (only beneficiaries from Poland) Qualified certificate (only beneficiaries from Poland) Login and password Navigation and layout in the SL Language versions Font size Filtering Column s manager My data Toolbar Function selection in table Refreshing the available working time Project Screen Main elements of the screen Tabs My data Back to the list of projects List of controls Payment schedules... 45

4 4.1. Registration of the partial schedule Creating the partial schedules Creating and sending the summary schedule Sending the summary schedule Resubmitting the Summary schedule Versions of schedules Public procurements (not applicable for public contracts awarded in accordance with the principle of competitiveness) Home screen List of procurements Information about procurements Information about contracts Sending information about procurements/contracts Resending information about procurement/contract Data filtering Sending messages Project staff Home screen Project staff Planned work time Sending information on project staff and planned work time Acceptance protocol Sending acceptance protocol... 90

5 6.4. Resending information about staff/acceptance protocol Data filtering Partial payment claims Co-financing contract preview Registration of partial payment claim IDENTIFICATION OF A PAYMENT CLAIM PROJECT PHYSICAL PROGRESS PHYSICAL PROGRESS IN PROJECT IMPLEMENTATION OUTPUT INDICATORS RESULT INDICATORS PROBLEMS ENCOUNTERED DURING THE PROJECT IMPLEMENTATION PLANNED IMPLEMENTATION COURSE FINANCIAL PROGRESS LIST OF DOCUMENTS EXPENDITURES SETTLED ON A FLAT-RATE BASIS REIMBURSEMENTS/CORRECTIONS SOURCES OF EXPENDITURES FINANCING SETTLEMENT OF ADVANCE PAYMENTS FINANCIAL PROGRESS INCOME INFORMATION

6 ATTACHMENTS Handling of Partial payment claim Saving the partial payment claim Verification of correctness Submitting the partial payment claim Verification of signature of Partial payment claim Printing the partial payment claim Editing the partial payment claim Deleting the partial payment claim Resubmitting/adding information/revision partial payment claim Preview of versions of partial payment claim Confirmation of receipt Payment claim for the project Registration of the payment claim for the project Rules for completing the payment claim for the project Handling the payment claim for the project Correspondence with Controller Mailbox folders Preparing letters Sending messages Working copies Refreshing the mailbox

7 Editing documents Removing documents Signing the letter Assigning/editing number Verification of electronic signature Reply to letter/message Printing Correspondence with the Joint Secretariat/Managing Authority (in case of TA projects)

8 Introduction Pursuant to the Co-financing contract you are obliged to use SL2014 (hereinafter referred to as: the System) during the process of the project implementation. Thanks to the system, you can i.a. submit payment claims, correspond with the institution responsible for their verification and provide the data needed to implementation of your project. Agreement for funding concluded between the Managing Authority (MA) and the Lead Partner as well as the partnership agreement contain the provisions specifying the scope of issues and activities which are implemented obligatorily using SL2014 and indicate the obligation to use the SL2014 Beneficiary s Manual. Please get familiar with the provisions of this Manual before starting the work with the system. Please remember that in SL2014 the Lead Partner and the Project Partners: prepare and submit partial payment claims to the proper Controller, record the information about the partial payment schedule in the project, record the information about planned and conducted public procurement procedures and the information about concluded contracts and selected contractors, record the information about the project personnel, correspond with the appropriate Controller with regard to the implemented project and provide, upon request of the Controller, the necessary information and electronic versions of the documents. In addition, only the Lead Partner: prepares and submits payment claims for the whole project to the JS 1. In case of a TA project to the MA, 1 In case of the Poland Slovakia Program by JS should be understood as the Joint Technical Secretariat.

9 provides a summary payment schedule under the project, corresponds with the JS or with the MA (for the TA project) with regard to the implemented project and provides, upon request of the JS/MA, the necessary information and electronic versions of the documents. The Beneficiary manual includes instructions for using the SL 2014 the aim of which is to show functionality of SL2014 to the users authorized by beneficiaries (at the time when the Co-financing contract is concluded within the list of entitled people, which is an integral part of this Co-financing contract). Before working in the SL2014, make sure that the version of the manual corresponds to the task, the axis or the program and the hardware you are using: has Internet connection; has one of the following Internet browsers: the latest versions of Mozilla Firefox, Internet Explorer, Google Chrome (not older than two previous versions); is configured to allow Java Script, cookies and disable pop-up blocking in your web browser; has the latest version of Flash Media Player plug-in. What does the phrase mean? The field is obligatory field must be filled in to save the data correctly. The field is optional field doesn t have to be filled in to save the data correctly. The field is non-editable you cannot change the value of the field.

10 1. Logging in to the system Before you begin your work, make sure that you receive an confirming the creation of your account in the system on the address you gave in the request for granting access for the person entitled. In you will also get the current SL2014web address. If you are using a language version other than PL and the message was sent in Polish, below please find a translation: Ladies and Gentlemen, in connection with the implementation of the project within the framework of the Co-financing contract [No of contract], your account has been created for you in the Payment Claims Handling Application. The Application is available at: Should you have any questions and technical problems, please contact the Content Administrator of the institution [ address]. Message generated automatically please do not reply to it. In connection with the fact that in order to settle the implemented project you will have access to personal data administered by the Minister responsible for regional development, you have been granted the Authorisation to process personal data within the set Central IT system. To your inbox, a message has been sent containing the above Authorisation reading as follows: MINISTRY OF DEVELOPMENT AUTHORISATION Acting on a basis of the power of attorney granted to me by the Minister of Economic Development, pursuant to Article 37 of the Act of 29 August 1997 on the protection of personal data (Dz. U. [Journal of Laws] of 2014 item 1182, as amended), I hereby authorise Mr/Mrs [name of the authorised person] to process personal data within the set: Central IT system supporting the implementation of the operational programmes within the framework of the implementation of the project [No of project] of [date of conclusion of the contract]. This authorisation obliges you:

11 to familiarise yourself with the regulations governing the protection of personal data applicable in the Member State in which personal data are processed and the Rules of security of information processed within the main application of the Central IT system and to observe the principles of processing personal data referred to in those documents; to keep confidentiality of processed personal data, with which you will become familiar and the methods of their protection, both during and after the completion of performing work [name of the beneficiary]. This authorisation shall expire upon withdrawal of access to the main application of the Central IT System. Warsaw [date of issue of the authorisation] on the authority of the Data Administrator For the purposes of recording persons authorised to process personal data, as referred to in the Act of 29 August 1997 on the protection of personal data, your ID is: [ID number]. The ID is not used to log in or to work within the main application of the Central IT System. To log in to the system: select the link from the about creating your account or start your web browser: Mozilla Firefox Google Chrome Internet Explorer and enter the following address:

12 Please note! At any time you can select the language of the login page. To do this, specify the appropriate language from the drop-down list in the upper right corner of the page. WARNING! Before starting your work in SL2014, make sure you are using the current version of the browser - SL2014 guarantees correct display of data only in the latest versions of the above browsers (i.e. a current version and two previous versions).

13 1.1. epuap Trusted Profile (only beneficiaries from Poland) Basic method of logging in to the system by Polish beneficiaries is authentication by the Electronic Platform of Public Administration Services epuap. If you do not have epuap trusted profile, go to the registration page on the epuap portal and use the option Create your trusted profile. The epuap system offers two ways of creating a trusted profile: 1. Confirmation of personal data in any confirmation centre this option is available for everyone. Just create an account on the epuap platform using the function Create your trusted profile, then go to any confirmation centre specified on the platform to confirm your data.

14 2. Individual confirmation this option is available for people who have their electronic signature with a qualified certificate. Filling in a trusted profile application they can confirm their data by the use of an electronic signature with a valid qualified certificate. After creating epuap Trusted Profile you can log in to the system in the following way: After selecting the epuap function you are redirected to the epuap portal: After entering your login and password, the system asks you to sign a document.

15 Choose a profile to be used for the signature. You will receive an or text message (depending on the choice you made when creating your Trusted Profile) with an authorization code for this action.

16 Confirm your signature using the authorization code. The system informs that you have signed the document and you are redirected to the SL Qualified certificate (only beneficiaries from Poland) Another method of logging into the system, available only for Polish beneficiaries, is the use of a qualified electronic signature. You can log in to the SL2014 using a qualified certificate by using the function Qualified Certificate.

17 Before logging into the system by a qualified certificate, make sure you have installed the current version of Java. To do this, open the website

18 Open the page and choose the option Do I have Java? Choose the Verify Java Version function.

19 If it turns out that you don t have the recommended version installed, choose the Download Java for your desktop computer now and follow the instructions on the screen to install the newest version of Java library. In case of any problems with the installation ask the IT specialist for help. When you have the recommended version of the Java software you can log in using your qualified certificate. Make sure that the card you are using to signing with qualified certificate is placed in the reader. Choose the Qualified certificate function.

20 If after selecting Qualified certificate the system displays the Security Warning dialog box, choose the option Continue. If then you see the run window, choose Run. If you don t want to see this message again choose Do not show this again for apps from the publisher and location above.

21 If then you see the dialog box asking you to allow the access, choose Allow. If you don t want to see this message again choose: Do not show this again for this app and web site. After entering your PIN number and selecting Accept you will log in to the system.

22 1.3. Login and password If you are a beneficiary from outside of Poland or you cannot log in to the system using your trusted profile because the epuap platform is unavailable, the system activates an alternative pathway to log in, which is the Login and password function.

23 First login Enter your login this is your PESEL [Personal ID no.]. If you are a foreign beneficiary enter your address in the Login field. You should use the address specified in the list of entitled people which is a part of the Co-financing contract/decision. After entering the Login field choose Send password function. First login to SL2014 The system informs you that an containing a password needed to access the system has been sent to your address specified in the application for obtaining an access for the entitled person. Go to

24 your box and read the . First login to SL2014 Select the hyperlink in the (activation link). In the open login page enter your login and temporary password generated by the system. You can find the password in the same sent by the system.

25 Every time after generating the password the system will ask you to change it when trying to log in. The password should meet several safety criteria and it must: start with a letter and be 8-16 characters long, include both uppercase and lowercase letters, and contain numbers or special characters, differ from the last 12 passwords.

26 First login to the system During the first login, the system will ask you to read the Security Regulations, including the provisions related to the processing of personal data and information on cookies. Pending the SL2014 update, the rules may be displayed in Polish. Attached to this Manual, you will find, however, its translation into English. WARNING: In order to log in to the system you have to accept the Security Regulations. Next login Enter login and password then choose Connect.

27 After entering all data correctly you will be able to log in to the system and start your work.

28 2. Navigation and layout in the SL2014 After successful logging in to the system, you can start the work connected with managing your project/projects. The initial screen contains the information on all your projects. If you do not see your projects, report it to the administrator in JS (MA in case of TA project). For safety reasons working time of each user is monitored by the system. Please note that you will be logged out automatically if the system is idle for 20 minutes. All unsaved data will be lost! The initial screen displays many useful functions, described below Language versions You can change the language version at any time you want You can select one of the available language versions from the drop-down list placed in the top-right corner of the screen.

29 Please note! In the system, one common Polish and English language version has been registered. The terminology used in the implementation documents of the South Baltic Programme may slightly differ from the language version in the system, but this should not be any difficulty for you when working in SL2014. Whenever SL2014 or this Manual talk about: partial payment claim we should understand it as a payment claim submitted by each Project Partner to the proper Controller (in the South Baltic Programme, this document is called Partner Progress Report), payment claim we should understand it as a payment claim submitted by the Lead Partner to the Joint Secretariat (or to the MA in case of the TA project). In the South Baltic Programme, this document is called Project Progress Report), task in the South Baltic Programme, we should understand it as a work package, 2.2. Font size At any time you can change the font size used in the system. You can choose from 3 values. In the top-right corner you can find three symbols of font sizes. Clicking on the selected symbol will change the font size.

30 2.3. Filtering You can search for your projects on the basis of the selected criteria. The whole system has similar filtering mechanism, you don t have to use special characters such as: % or *. The system searches for data e.g. in the text fields looking for the phrase in any place of specific text/field. To use data filtering option choose Filter.

31 In the dialog box Filter settings you can enter your search parameters. Confirm with OK. After filtering data on the screen the system informs you about this via a special message appearing above the table. To remove a filter choose Remove filter.

32 2.4. Column s manager You can expand the list of columns visible on the initial screen. You can add/delete columns with the so-called audit data, that is information on the date and person creating or editing data in the project. To expand the list of displayed columns select Visibility of columns.

33 In the dialog box Column display you can choose which columns should be displayed on the list. Check off the box next to the name of selected column and confirm with Accept My data At any time you can view your details recorded in the system.

34 To view your details select My data.

35 In My data dialog box you can check your data entered into the system on the basis of Co-financing contract/decision. You also have access to the address of the administrator in JS or MA. You can contact him in case of problems at work with the system or system errors. To close the dialog box select Close.

36 If you are logging in to the system using the Login and password function, you can change your password by selecting Change password.

37 In Change password dialog box you have to enter your current password and a new one. Confirm the new password by selecting Change password Toolbar The toolbar corresponding to the functions connected with the modules available in the SL2014 is placed in the table containing information about your projects.

38 2.7. Function selection in table In the system there are two ways of choosing the function available in the table: Select an item in the table with the left mouse key and then select a particular function from the toolbar Select an item in the table with the right mouse key and then select a particular function from the context menu The availability of the function in any table in the system is dependent on the specific situation, e.g. the status of a payment claim or a document type 2.8. Refreshing the available working time

39 As mentioned earlier, for security reasons, the system automatically logs you out after 20 minutes of idle time. After logging in, in the lower left corner of the screen is available counter indicating how much time is left until the end of the work session on the system. If the end of the elapsed time is less than a minute, the counter will change its appearance: You can extend the operating time again to 20 minutes at any time by choosing Refresh. 3. Project Screen The screen Project is a central place of your project. You have access to selected tabs corresponding to different functions of the system here. To access this screen select Go to project

40 The appearance of the Projects screen differs depending on whether you represent the Lead Partner or the Project Partner. The Projects screen for the Lead Partner additionally contains the Payment claims and Correspondence tabs, which are unavailable for the Project Partner. They are used for implementing the tasks of the Lead Partner, submitting payment claims for the project and corresponding with the JS and, in case of TA projects, with the MA Main elements of the screen The Project screen is divided into two main elements. The upper part contains information about the beneficiary and the title of the project. At the bottom part, there are the tabs corresponding to the individual functions of the system (which we described in the further part in this Manual):

41 The lower part contains tabs corresponding to different functions of the system (which are described later in this Manual): 3.2. Tabs You can move to the next tab on the screen. To do this click the button that corresponds to the name of specific functionality. The project partners do not have access to the following tabs: Requests for payment and Correspondence. The project partners carry out their tasks concerning the submission of partial payment claims and correspondence using tabs Partial payment claims and Correspondence EWT.

42 3.3. My data You can view your details recorded in the system. Detailed description of My data screen and functions available through this screen are described in section 2.5 My data Back to the list of projects In order to return to the list of projects select Back to the list of projects

43 3.5. List of controls In order to display a list of audits registered within the project select Display the list of controls

44 This function is also available from the list of projects.

45 4. Payment schedules According to the Co-financing contract project partners provide information concerning planned expenses in the project. This information concerning planned eligible expenses and value of co-financing, may include different time intervals: quarters or months. The schedule may include the next four quarters, the entire period of project implementation assumed in the contact, and also go beyond this period. The information about the planned expenses in the project should cover a period of four next quarters. These data should be completed by you for the first time immediately after signing the Co-financing contract /partnership agreement. The update of the above-mentioned information should take place whenever the data entered into the currently applicable version of the schedule require any revision as well as after the end of each reporting period (then, it will also be required to add another quarter to the schedule) The data from this module are used by the Managing Authority for preparing forecasts of expenses for the European Commission, therefore, it is important that they are reliable and always up-to-date Registration of the partial schedule In order to register a partial schedule, select your project and select the Go to schedule function.

46 The screen with data concerning your schedule is divided in 3 parts Schedule table including the number of your schedule, and its status Details table including details of schedule, which is the division into quarters/months and amounts General information from the co-financing contract sheet not editable section, presenting for convenience the amounts from your Co-financing contract introduced to the system.

47 4.2. Creating the partial schedules To start creating a partial schedule, select the Prepare schedule, function, which is available for each Project Partner. The selection of the function automatically creates the Summary schedule tab and the tabs with partial schedules of the Partners. The summary schedule displays the data aggregated from the partial schedules in read-only mode. Each Project Partner has its dedicated tab into which it enters the partial schedules. If the partial schedule is created by the Project Partner, the Partner sees only the summary schedule and its own partial schedule. If the partial schedule is created by the Lead Partner, the Partner sees the summary schedule, its own partial schedule and partial schedules of other Partners. To start creating schedule, choose the function Prepare a schedule

48 After choosing this function the system initiates table in the section Details visible in the lower part of the screen. Please go to the appropriate tab (i.e. with the right Partner number, according to the registered contract). Also not editable part General information from cofinancing contract sheet and fields becomes visible, so called audit ones, where information is presented concerning persons that were creating and/or editing the given version of schedule. To start adding positions in the detailed table, select the function Add

49 In open dialogue box Add quarter enter the details. The field Year is automatically filled in by SL2014 taking into account the period of implementation of your project, provided in the Co-financing contract. At the moment of adding extra rows, the field is updated with another period. The field Quarter related with the field Year, is automatically filled in by SL2014 taking into

50 account the period of implementation of your project, provided in the Co-financing contract. At the moment of adding subsequent rows the field is updated with another quarter combined with the relevant year. In this field, you can use the function of dividing specific quarter by checking the checkbox. It is not required by the Managing Authority. The system will automatically complete names of months in this quarter. Consequently, entering financial data will take place at the level of months, and not quarters. If in the specific quarter there are months that ended, editing values for those months is blocked. Enter the planned value of all expenses in the project in the declared time interval.

51 Enter the planned total value of eligible expenses in the project in the declared time interval. Enter the planned value of funding you wish to apply for, broken down into advance payment and reimbursement, according to the rules and terms of submitting Payment claims as provided for in the Co-financing Contract and Programme documents. Note! There are no advance payments in the INTERREG Programmes.

52 After completing data in the dialogue box save the data using the function Save. To stop introducing data, choose the function Cancel.

53 After saving the quarter data is visible in the table. Now you can: Edit given quarter using the function Edit Remove quarter using the function Remove Add another quarter using the function Add To each schedule one attachment may be attached. It may be other document, photo or scan. For the time being there is no requirement to attach any documents to the registered schedule.

54 At any time of working with the schedule, you can save it, not to lose what you have already managed to do and continue to work at another time. To this end, choose the function Save, available for the schedule. SL2014 in special block Result of validation displayed above the table will indicate or warn, which data in the schedule is incorrect or requires your additional attention.

55 After correcting the data, again choose the function Save. If the schedule does not have any error, SL2014 will display message about saving data. Schedule may be: Edited using the function Edit Removed using the function Remove Printed using the functionn Print Extended for another quarter using the function Add Please note! After saving the partial schedule, inform the Lead Partner about this fact. This will allow it to start preparing the summary schedule and submit it to the JS (or the MA in case of TA projects).

56 4.3. Creating and sending the summary schedule The function of creating and sending the summary schedule is available for the Lead Partner only. After going to the schedule, the Lead Partner sees the current preview of the status of preparing the partial schedules. In the Detailed data section, the following are visible: Summary schedule tab containing the aggregate data from all saved partial schedules, Partner 1, Partner 2, Partner n tabs containing the data recorded by the individual Partners The Lead Partner registers the information with regard to his partial schedule by going to the Partner 1 tab. After completing the data in accordance with Chapter 4.2 and making sure that the other Partners also completed their partial schedules, the Lead Partner shall send the summary schedule to the JS or, in case of the TA project, to the MA. Please note! The Lead Partner cannot change data in partial schedules prepared by other Partners Sending the summary schedule After completing the data by all Partners, the Lead Partner in the project sends the summary schedule to the JS or to the MA in case of the TA project. To do this, select the Send function visible in the Summary schedule tab. Please note! If any Partner edits its partial schedule, the Lead Partner will not be able at the same time to send the summary schedule to the JS (and to the MA in case of the TA project). Sending of the summary schedule will be possible after editing the partial schedule.

57 After selecting the Send function, the system will inform you about the consequences of this operation. Your partial schedules, forming a part of the summary schedule, will not be possible to be edited and deleted. You can resign of sending the summary schedule by selecting the Cancel function.

58 After selecting OK, the schedule is sent to the JS (or to the MA in case of the TA project) SL2014 shall inform you about sending the schedule by displaying a special on-screen message Resubmitting the Summary schedule It may happen that your summary schedule will be returned to you for revision. After the withdrawal of the summary schedule, it is possible to edit the partial schedules on a basis of which the summary schedule has been created. It is also possible to re-send this schedule to the JS or to the MA in case of TA projects Versions of schedules The system automatically assigns number to subsequent versions of Collective payment schedule. If your schedule is approved by JS/MA, each Partner can create its subsequent version of partial Schedule using the function Prepare schedule. Next version of the schedule is created based on the previous one, approved by the institution. To facilitate the creation of new schedule, SL2014 initiates new version with data included in the last approved schedule. If in the previous version of schedule there were quarters/months that ended, editing values for those fields is blocked. The schedule you create is an independent document submitted as part of your project. You update the data included in it, creating its new version every time the data entered into the currently applicable version of the schedule require being revised as well as after the end of each reporting period.

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60 5. Public procurements (not applicable for public contracts awarded in accordance with the principle of competitiveness) Public procurements is a function of the system allowing gathering all the data concerning public procurements within the implemented project, and the concluded as part of those procurements contracts and the contractors. If you are obliged to application of the Public procurement low, and the value of procurements and contests exceeds the level set for your country (np EUR in Poland pursuant to Art. 4 section 8 of the Public Procurement Law (Dz.U. [Polish Journal of Laws] no. 19 item 177 with further amendments)), with this function provide information on public procurements. Within the module Public procurement only settled proceedings should be registered (i.e. within which a contractor was chosen and a contract on public procurement was signed. If you are going to ask the Controller to carry out ex-ante control of the procurement use the module ETC Correspondence and send the necessary documents for verification to the Controller. The information about procedures settled before signing the Co-financing contract should be entered by you as soon as possible after being granted access to the system, while the information about current procedures shall be entered immediately after the end of tendering procedure and concluding contract with the contractor. Without entered information about concluded agreement with the contractor, expenses related to this procurement must not be settled in the Partial payment claim, otherwise it would not be possible to link the expense with the tendering procedure. The Lead Partner and the Project Partners register individually the information about carried out tendering procedures, each in its own regard.

61 5.1. Home screen The screen visible for you is divided in 3 main sections: List of procurements Information about procurement Information about contract List of procurements This section includes numbers of public procurements already registered in the system. When you select specific row, you have a possibility to preview in other sections detailed information about specific procurement and the related to it registered contracts. To start adding information about procurement, select the function Add procurement available in the bar with the name of the described section.

62 Information about procurements After selecting the function Add procurement the system presents the following fields: This field is completed automatically, according to actions performed by you or institution responsible for verification of your Payment claims. The field is completed automatically, according to sending date (or date of sending again in the below described cases) of information on procurement. For competitive modes of procurement indicate the date of publishing the contract notice. This requirement results from the public procurement regulations you are bound by. The Polish partners should enter the date of placing the notice in the Public Procurement Bulletin, the non-polish Partner

63 should enter the date of placing the notice in an appropriate national publication. In case of contracts above the EU thresholds, it is required to enter the date of placing the notice in the Official Journal of the European Union. For non-competitive modes: Negotiations without announcement and Request for quotation enter the date of providing contractors with request for proposal and terms of reference Single source procurement enter the date of providing contractor with invitation to negotiations You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD. In this field, enter the number of the contract notice placed in an appropriate publication in accordance with the applicable national regulations (e.g. Public Procurement Bulletin in Poland). In other cases (e.g. when there is no obligation to publish notices), enter the case reference assigned to this procedure by the contracting authority. You can enter up to 250 characters, and those cannot be only special characters. Select value from drop-down list including types of procurements. Select value from drop-down list including various modes of awarding contracts. Partners not from Poland should choose the value..

64 Enter the amount of estimated value of specific procurement in EUR. If the procurement is above the EU thresholds specified in the Directive of the European Parliament and of the Council 2014/24/EU of 26 February 2014 on public procurements, leave the default value in this field, that is selected checkbox. Otherwise, uncheck this field. Along with the information on the procurement you need to include electronic versions of documents that allow the verification of your procurement. Electronic versions of the documents should be created separately for each type of document, i.e. separately Terms of Reference (ToR), separate questions to the ToR, etc. Avoid creating one file (eg. scan) covering various types of documents. Attached files should be clearly and comprehensibly described (e.g. procurement announcement, change notice, ToR,.) definitely improve this work of the Controller (or MA for a TA project). Only so grouped documents should be attached to the information on the procurement. To the information about the contract, the Polish partners should attach electronic versions of the following documents: contract notice and change notice (if any) one file package containing separate procurement announcement and the change of announcement, Specification of Essential Terms of the Contract along with annexes and changes in the specification (if any) and questions to the specification along with answers (one file package containing separate ToR with the attachments, separately changes to the ToR and separately questions and answers to the ToR). Details on how to transfer the above documents can always be agreed with the appropriate Controller

65 (using the module Correspondence ETC). Contact him especially if you are not able to pass above documents in electronic form (e.g. due to poor quality or importance of the file). It will be necessary then to agree on the form in which you provide these documents for inspection. The non-polish Partners should agree with the proper Controller whether and what documents are to be attached to the contract information. For security reasons, the system allows to attach only specific types of files, e.g. it is prohibited to add executable files, such as.exe or. com. If the file format is wrong, SL2014 informs about this fact by displaying an applicable on-screen message. The maximum size of an attachment is 20 MB, therefore, where possible, when preparing scanned copies of document, remember about a few guidelines: instead of scanning a document in colour, scan it in grayscale process a scanned document into a.pdf file (or.jpg,.png) thanks to this, its size will be smaller. To any contract information, you may attach up to 3 files, therefore, a good solution would be to create a so-called package, i.e. to combine multiple documents in one file (e.g. using 7-ZIP or RAR), bearing in mind the maximum size of an attachment. After selecting the View function and pointing to a file on your local disk, you attach the file through the Attach document function.

66 Information about contracts After submitting information about procurement, according to description in section 9.2 Submitting information about procurement/contract, it is possible to add information about the contract as part of this procurement. If, as part of one public procurement, more than one contract with contractor was concluded by you, you should register information about each of them. The function Add contract shall be chosen. The system presents the following fields: This field is completed automatically, according to actions performed by you or JS (MA in case of TA project). The field is completed automatically, according to sending date (or date of sending again in the below described cases) of information on procurement to JS (MA in case of TA project). The field is completed automatically, according to the date of terminating specific contract (after the contract is cancelled). In this field enter number of contract. You can enter up to 250 characters, and those cannot be only special characters. Enter the date of signing specific contract. You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD. Enter the value of the specific contract.

67 In this field enter the name of the contractor of specific contract. You can enter up to 250 characters, and those cannot be only special characters. You can enter multiple contractors as part of the specific contract. Select value from drop-down list, referring to the country from which is specific contractor. Enter NIP [Tax ID no.] of specific contractor. If specific contractor is from Poland, SL2014 will help you not to make a mistake and will limit this field to 10 digits and shall check the accuracy of the data entered by you. If this is foreign contractor, you can enter up to 25 characters. Along with the information about the contract you should attach electronic versions of documents that allow verification of your contract. Electronic versions of documents should be created separately for each type of document, i.e. separate agreement, separate annexes, each offer separately etc. Avoid creating one file (e.g. scan) covering various types of documents. Attached files should be clearly and comprehensibly described (e.g. the contract, Annex 1, the offer No. 1, No. 2 offer, protocol, declaration), it will definitely improve the work of the Controller (or MA for a TA project). Only documents grouped in this way should be attached to the information about the contract. To the contract information, the Polish partners should attach electronic versions of the following documents: Agreement with the contractor and annexes to the agreement (if concluded) one file package containing separately scanned version of the contract with the contractor and

68 separately attachments. Tenders submitted during the procedure one file package containing separately scanned version of the tender, Report of the tender committee along with attachments one file package containing separately report and separately attachments. Details on how to transfer the above mentioned documents can always be agreed with the relevant Controller (using the module Correspondence ETC). Contact him especially if you will not be able to pass the above mentioned documents in electronic form (e.g. due to poor quality or size of the file). It will be necessary then to agree on the form in which you provide these documents for inspection. The non-polish Partners should agree with the proper Controller, whether and what documents are to be attached to the contract information. For security reasons, the system allows to attach only specific types of files, e.g. it is prohibited to add executable files, such as.exe or. com. If the file format is wrong, SL2014 informs about this fact by displaying an applicable on-screen message. The maximum size of an attachment is 20 MB, therefore, where possible, when preparing scanned copies of document, remember about a few guidelines: instead of scanning a document in colour, scan it in grayscale process a scanned document into a.pdf file (or.jpg,.png) thanks to this, its size will be smaller. To any contract information, you may attach up to 3 files, therefore, a good solution would be to create a so-called package, i.e. to combine multiple documents in one file (e.g. using 7-ZIP or RAR),

69 bearing in mind the maximum size of an attachment. After selecting the View function and pointing to a file on your local disk, you attach the file through the Attach document function Sending information about procurements/contracts After completing details in the section concerning procurement/contract, before sending it to JS (MA in case of TA project), it must be saved. To this end, choose the function Save available at the top of the given section.

70 If the information includes incorrect data, the system in special block Validation result displayed above the section will clearly indicate which data is incorrect. After correcting the data, again choose the function Save. If the information is free of errors, SL2014 will save the data. The saved information may be: Edited with the function Edit contract Removed with the function Delete contract Printed with the function Print Sent to institution with the function Send

71 After choosing the function Send the system will inform you about implications of such decision. You will not be able to edit or remove your information. You can resign from sending information, choosing the function Cancel. Selecting the function OK will result in sending the information. Your information about procurement/contract becomes unavailable for edition, and the status of proceedings/status of contract changes to sent. The only available function is Print and Send. You can also cancel the procedure choosing the function Cancel procedure. This function will not be available if you add the information information about the contract. If you want to make changes to the submitted information, ask the JS (or MA for projects TA projects) to withdraw the information. Use the option of correspondence within the module Public procurement (see 5.5).

72 5.3. Resending information about procurement/contract It may happen that your information will be returned to you for correction. The returned information can be edited and resent. You can also remove it and create completely new one Data filtering It is possible to search data on the screen according to the criteria chosen by you. To use data filtering options, select the function Filter

73 In the opened dialogue box Filter settings including all the fields from both sections, you can enter the parameters chosen by you and your choice may be confirmed with the function OK.

74 If the data on the screen is filtered, the system informs about this with special message visible above the section List of procurements.

75 To remove filter, select the function Clear filter 5.5. Sending messages The system allows sending messages to the JS (or the MA in case of TA projects). Within the framework of the Public procurement module, it is possible to correspond exclusively with the JS (or the MA in case of TA projects). You can use this option choosing the function Send message.

76 6. Project staff Personnel database is a function of the system allowing gathering all the data concerning persons working in the project, e.g. forms of involvement and its time basis. The Lead Partner and the Project Partners register individually the information about the personnel employed, each in its own regard. The Lead Partner has access to the data registered by the other Partners in read-only mode. If the budget of the project you implement includes the Personnel costs cost category (i.e. you settle the personnel in the project on a basis of the actually incurred expenses and not using simplified methods), you are required to complete the personnel database in accordance with the following guidance. In the database should be entered details of persons involved in realisation of tasks or actions as part of the project, performed personally, that is in particular persons employed on the basis of employment relationship or performing tasks or actions as part of the project on the basis of civil law agreement, self-employed persons and volunteers. Planned work time should be completed in advance for the entire period of engagement. This is required if, in accordance with the applicable national regulations for eligibility of expenses related to hiring project staff, there are limits on the involvement of the person (e.g. in Poland, according to guidelines for the eligibility of expenditure) before engaging the person to the project must be verified whether the total professional involvement of a person is not more than 276 hours per month). It is not possible to verify this condition without completing the planned working time for the period of engagement. Remember also that the failure to complete the planned work time in advance for the entire period of engagement, after the transmission of information to the institution, adding next period of engagement will be possible only after the institution withdraws staff back to your level. Data on the staff should be updated on a regular basis right after the beginning of a person's involvement in the project, but not later than before submitting a partial payment claim containing staff costs. Into the database, enter only the data of the personnel settled as part of direct costs. Do not enter here the data of persons settled using simplified methods.

77 6.1. Home screen The screen visible for you is divided in 3 main sections: Project staff (including section for navigating between persons involved List of staff), Planned time of work, Acceptance protocol. Planned time of work and Acceptance protocol include additionally a section for navigating between individual periods - Involvement period 6.2. Project staff This section includes identification numbers of persons already registered in the system PESEL [Personal ID no.]. When you select specific row, you have a possibility to preview in other sections detailed information about specific person. To start adding information about person, from the level of section List of staff select the function Add available in the bar with the name of the section being described.

78 After selecting the function Add the system presents the following fields: This field is completed automatically, according to actions performed by you or JS (MA in case of TA project). The field is completed automatically, according to sending date (or date of sending again in the below described cases) of information on personnel. The field is visible only when JS (MA in case of TA project) returns information on personnel for correction. Completed automatically by the system, according to the date of returning information. Choose the relevant value from drop-down list.

79 Enter PESEL [Personal ID no.] of the given person. If the person is from Poland, SL2014 will help you not to make mistake; it will limit this field to 11 digits, and will verify correctness of the entered by you details. In case of nationals of other countries who do not have PESEL numbers, enter the identifier applied in the country concerned. Enter name of the given person. You can enter up to 50 characters. Enter surname of the given person. You can enter up to 50 characters. This is a text field. You can enter up to 3000 characters. In this field you can indicate additional information concerning type of involvement of specific person in the project, e.g. on the basis of performance allowance, or volunteering. Using the function Add position you can enter multiple scopes of data for different positions, held by specific person involved in the project. Details concerning type of involvement, time basis and period are filled in in the context of specific position.

80 This is a text field. You can enter up to 250 characters. To avoid mistakes, the system will transfer the introduced by you characters to upper-case letters. Choose the relevant value from drop-down list. Values to select are: Other form of involvement; Contract; Secondment; Employment; Self-employment; Work contract; Contract for mandate. Enter the date of engaging specific person to work in the project on the indicated position under selected form of engagement (that is i.e. date of concluding agreement, date of secondment). You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD. Enter dates of commencement and termination of work of specific person in the project on the indicated position. Remember, the period should concern the entire period of engagement in the project.

81 You can choose specific dates by selecting them in calendar, or type it in, in the format YYYY-MM-DD. Notice! In the field "from" cannot be earlier than the Engagement date. In justified cases check this field, and in additional field enter specific number value. Part-time engagement must be indicated in the form of fraction. Notice! This field is blocked from editing and automatically completed by the system with the value selected if in the field Form of engagement was chosen the value Employment. This field is also blocked from editing and automatically completed by the system with the value notselected if in the field Form of engagement the value Work Contract was chosen. In justified cases check this field, and in additional field enter specific number value. Notice! This field is blocked from editing and automatically completed by the system with the value not-selected if in the field Form of engagement the value Work Contract was chosen. After completing details concerning specific person, before entering detailed information on the planned time of work details about this person using the function Save must be saved.

82 6.3. Planned work time After saving information about personnel the system unlock the possibility to complete detailed information about the planned time of work of specific person. If the given person has more than one position you must complete details concerning each of them - by choosing the relevant button in the section Project staff. Notice! The block Planned work time is available, if value in the field Form of engagement is other than Work Contract. Remember to complete the planned work time in advance for the entire period of engagement.

83 To enter details concerning other period of engagement of the given person, you must complete the relevant row in the section Period of engagement. The chosen period will be highlighted. Select the function Edit. The system presents the following functions: Initiate data Using this function you can initiate details in the entire section. In separately opened dialogue box the system allows determining planned time of work on days and at times - by default all the working days in the selected period (that is without Saturdays and Sundays).

84 in days If the person concerned is not involved in the project work on a continuous basis, after selecting this function you may indicate in the calendar the days on which the person concerned is going to perform the project work. After leaving the calendar (click anywhere outside of the table with the days), you may edit the working hours of the person concerned on the selected days. Notice! Remember that for each of the selected days the number of planned hours is other than zero. Save Choosing this function causes saving the data entered.

85 Cancel Using this function you can cancel entering data and previous work in this section. Delete data The function allows clearing data entered for specific period, e.g. when they are incorrectly initiated Sending information on project staff and planned work time After completing data in the section concerning personnel and planned time of work, recorded in the system information may be: Edited using the function Edit Deleted using the function Delete Printed using the function Print Sent to institution using the function Send Additionally, you can use the function Send message, the same as the one described in the module Correspondence, in order to send a message to the JS (MA in case of TA projects).

86 After choosing the function Send the system will inform you about implications of such decision. You will not be able to edit or remove your information. You can resign from sending information, choosing the function Cancel. Selecting the function OK will result in sending the information. Your information about personnel becomes unavailable for editing. In the field Status appears the value sent and Date of sending is automatically completed by the system. The only available functions are Print, Send message and Add staff.

87 Acceptance protocol After saving information about personnel, apart from information about planned time of work, you can also enter details concerning works acceptance protocols. If the given person has more than one position you must complete details concerning each of them - by choosing the relevant button in the section Project staff. Notice! The block Acceptance protocol is unavailable, if for specific position in the field form of engagement was chosen employment; secondment, and at the same time you have completed details in the block planned work time. The block Acceptance protocol is also unavailable, if in the block Project staff in the field time-basis the value selected was selected the for the given position. To enter details concerning other period of engagement of the given person, you must complete the relevant row in the section Engagement period. The chosen period will be highlighted. Select the function Edit.

88 The system presents the following functions: Initiate data Using this function you can initiate data with periods from the section Planned work time. The initiated data may be edited. in days After choosing this function you can consecutively select in the calendar the days when the given person was engaged in working in the project. After leaving the calendar (click anywhere outside of the table with days) you can edit hours of work of given person on specific days. This option of recording the information about the acceptance of work should be applied, e.g. in settling framework agreements, when a specific task contract is concluded with an employee for a longer period of time, and the project work is performed, e.g. on a quarterly basis. Then, you select the specific days on which the employee concerned performed their work. Browse If you decide to gather works acceptance protocols outside the system, in separate xls file, you can import it directly to the system. You can ask your JS for template of this file. You must remember that structure of this file cannot be modified, as this will prevent its trouble-free import to the system.

89 After selecting this function, indicate the file on your drive and choose Open. If the section already includes some data typed in, import of file will remove them you will be informed about this in special message. Save Choosing this function causes saving the data entered. Cancel Using this function you can cancel entering data and previous work in this section. Clear data The function allows clearing data entered for specific period, e.g. when they are incorrectly initiated. Additionally, the section includes 3 fields: This field is completed automatically, according to actions performed by you or JS/MA (for TA projects). The field is completed automatically, according to sending date (or date of sending again in the below described cases) of acceptance protocol.

90 The field is visible only when institution return the Acceptance protocol for correction. Completed automatically by the system, according to the date of returning information Sending acceptance protocol After completing data in the section concerning acceptance protocol, recorded in the system information may be: Edited using the function Edit Sent to institution using the function Send The function Send for acceptance protocol is available only after sending earlier the information about personnel and the planned period of engagement. Additionally you can use the function Send message and Print available in the section Project staff. Remember that the protocol created and sent applies for the selected period. For subsequent period you need to create subsequent protocol and send it separately.

91 After choosing the function Send the system will inform you about implications of such decision. You will not be able to edit or remove your protocol. You can resign from sending the protocol, choosing the function Cancel. Selecting the function OK will result in sending the protocol. Your protocol becomes unavailable for editing. In the field Status appears the value sent and Date of sending is automatically completed by the system. The only available functions are Print, Send message or Add staff in the section Project staff.

92 6.4. Resending information about staff/acceptance protocol It may happen that your information or protocol will be returned to you for correction. The returned information can be edited and resent. You can also remove it and create completely new one Data filtering It is possible to search data on the screen according to the criteria chosen by you. To use data filtering options, select the function Filter In the opened dialogue box Filter settings including most of the fields from both sections, you can enter the parameters chosen by you and your choice may be confirmed with the function OK.

93 If the data on the screen is filtered, the systems informs about this with special message visible above the section List of staff.

94 To remove filter, select the function Clear filter

95 7. Partial payment claims Your project is implemented under the partnership formula, which has been reflected in the way it is settled and in the document flow. In order to obtain the refund of incurred expenses, each Project Partner (including the Lead Partner) is obliged to submit, in the IT system, a Partial payment claim to the proper Controller. Then, the Lead Partner, based on the approved partial payment claims, shall prepare a payment claim for the entire project and provide it to the JS or to the MA in case of TA projects. In this chapter, you will learn how to properly complete and submit the partial payment claim. From the very beginning, please remember how you will settle your project. Pay particular attention to the financial documentation and any requirements specified in the Co-financing contract and in the applicable Programme Manual2. Any doubts on how to include an expense in the list of documents, etc. you will clear up with your Controller. This will allow you to settle the implemented project properly. Partial payment claims shall be submitted both by the Lead Partner and the Project Partners. Under their Projects screen, the Lead Partner and the Project Partners have access to the Partial payment claim tab. Each partial payment claim is submitted in the context of a given version of the agreement/annex, therefore, pay particular attention that the payment claim being created is assigned to the proper version of the agreement. Any changes in the project, if they are to be visible to you in the process of creating the Partial payment claim, must be entered into the system before its completing/supplementing. Partial payment claims shall be submitted both by the Lead Partner and the Project Partners. Under their Projects screen, the Lead Partner and the Project Partners have access to the Partial payment claim tab. 2 In case of the Poland-Slovakia Program under the term Program Manual should be understood the Beneficiary s Manual.

96 7.1. Co-financing contract preview The data from the signed Co-financing contract are entered into the system by a JS employee (or by an MA employee for the TA project). They are a basis for completing the partial payment claim you will submit. You may see the contract concluded with the MA in the system. Please note that the way to record the information about your contract is different than in the paper version. The system registers, first of all, the information about the approved project and basic information about the contract (date of conclusion, authority responsible for concluding the contract, verification of expenses, etc.). Also note that the way to record the information, especially with regard to the project budget (tasks, categories of expenses, lump-sum payments) is different than in the approved application for financing. This is the same information, but it has been presented in a different layout in order to ensure the more efficient (more legible, transparent) settlement of your project using SL2014 and to monitor progress of its implementation. To see the Co-financing contract, select the Contract Preview function visible in the line with the version of the Co-financing contract you would like to see. The preview of your contract will be opened in a new browser window. The Co-financing contract form consists of the following tabs: Project in general, Partner 1, Partner 2, Partner n. Each tab, in turn, consists of sections, which may be divided into two groups: sections containing the data common to the entire project and sections containing data specific to the given Partner. Common sections are: General information, Characteristics of the project, physical scope, Classification of the project. Partner-specific sections are: Place of the implementation of the project,

97 Information about the beneficiary, Sources of financing, Financial scope, List of measurable project indicators. If you want to see the aggregated data regarding the entire project you will find them in the Project in general tab. On the other hand, the data of the individual Partners may be found in the relevant tabs of the agreement (Partner 1, Partner 2, Partner n). The first visible element is General information section which contains basic information about your project, such as its title, Co-financing contract s number, date of concluding the agreement. You should pay attention to the amounts in the fields Total costs, Eligible expenditure or Public support since these values will be very important while implementing and settling your project as a whole. Data on the budget of individual partners you can find the appropriate tabs of the Co-financing contract.

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99 Next elements are Project characteristics and Project location presented in the table. The next element of the Co-financing contract is Information about the beneficiary section where you can view all Lead Partner. In the tabs of the individual Partners (including the tab of the Lead Partner), you will find the same set of information and data of persons appointed by each Partner to perform activities related to the implementation of the project.

100 The next section of the Co-financing contract is Source of finance block which shows the project expenses divided into different sources of financing:

101 In the tabs of the Partners, you will find the information about the sources of funding the individual parts of the project implemented by these Partners. Central point of the Co-financing contract is the Physical and financial scope, which describes in detail the number and type of tasks performed in your project and cost categories divided into different types of expenses. The content of the table will constitute a basis of the data entered into each partial payment claim which will be created. The expenses in your project may be settled by means of two methods expenses actually incurred or simplified methods. Detailed information about this issue may be found in the applicable Programme Manual.

102 The last elements are the Project classification and List of measurable project indicators blocks containing output and result indicators declared by Partners. The FLC s and JS (MA in case of TA project) will verify the content-related progress of your project using them. The indicators are divided into three separate categories (key indicators, program-specific and project-specific), which are described in detail later in this Manual in the part concerning the partial payment claim.

103 Check carefully your Co-financing contract entered into the system. In case of any discrepancies, please contact the JS (MA in case of TA project).

104 7.2. Registration of partial payment claim In order to start creating partial payment claim you should go to the tab partial payment claim and choose the functionality Create a payment claim table. visible in the The system shows a blank card of Partial Payment Claim. Firstly you will have to fill in Identification of a payment claim block that is you will have to determine the type of payment claim and the period for which the payment claim is submitted.

105 IDENTIFICATION OF A PAYMENT CLAIM

106 Field: PAYMENT CLAIM FOR PERIOD FROM ( ) TO ( ) Payment claims shall be submitted on a quarterly basis in the Poland-Saxony and Poland-Slovakia and semi-annually in the South Baltic programs. Frequency of sending the Payment Claim is determined in the Co-financing contract and Programme Manual. Check the schedule for the Payment claim submission specified in your Co-financing contract. If you are registering a Partial payment claim for the first time within the framework of the project from field would be filled in automatically with the date of the start of the project as specified in the Co-financing contract. If this is another Partial payment claim from field will be filled in automatically with the first calendar day following the date from the Payment claim for period to field specified in the previous Partial Payment claim. You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD. The Partial payment claim for a given period may include the expenses from the previous periods, if it is provided for by the Programme Manual (also in case of a positive decision on a complaint procedure). If there is a need to submit an additional Partial payment claim, which will overlap in time with another, the system will inform you about such a situation, however, not blocking the possibility of recording such a claim. You cannot go to the registration of payment claim if you don t fill in the fields Payment claim for period from ( ) to ( ) Field: PAYMENT CLAIM STATUS This field will be filled in automatically depending on what will happen with your Partial Payment claim. Before submitting the Partial payment claim to the Controller the system sets the value In preparation. If you send it to the Controller this value will change to Sent.

107 Field: PAYMENT CLAIM NUMBER Your Partial payment claim number is given by the Controller after sending it to the verification. This field will be filled in automatically with the value entered by the employee verifying your Partial payment claim. Field: PAYMENT CLAIM TYPE Submitting the Partial payment claim you are applying for reimbursement of expenditures and you provide information about the physical progress of the project implementation. There are following types of PAYMENT CLAIMS in the system: 1. Application for an advance payment select this if you apply for an advance payment for task implementation within the framework of the project this option dos not apply to the Interreg programme s projects, 2. Payment claim for reimbursement select this if you have incurred costs within the framework of the project and you apply for their refund, 3. Payment claim settling the advance payment select this if you want to settle an advance received earlier this option dos not apply to the Interreg programme s projects, 4. Reporting Payment claim select this if you are obliged to provide information about the physical progress of the project (without applying for reimbursement od the expenditures), 5. Final Payment claim select this if registered Partial Payment claim is the last Payment claim settling your project. To select specific types of applications you have to check off the box next to the specific value. Remember that you can simultaneously: apply for an advance payment and refund (check Application for an advance payment and Payment claim for reimbursement),

108 settle an advance payment and apply for the next one (check Payment claim settling the advance payment and Application for an advance payment), settle an advance payment and apply for refund (check Payment claim settling the advance payment and Payment claim for reimbursement), settle an advance payment, apply for the next tranche of it and apply for refund (check Application for an advance payment, Payment claim settling the advance payment and Application for refund), apply for refund and apply for final payment (check Payment claim for reimbursement and Payment claim for final payment), combine all types of applications with Reporting Payment claim provided that the other types are not mutually exclusive (check Reporting Payment claim and other type/s of applications). WARNING! You cannot create next Partial payment claim if you have already submitted Payment Claim for final payment and it was approved by the Controller. When you fill in the fields in the Identification of a Payment claim section select Confirm

109 You can cancel the Payment claim registration by selecting Cancel It will result in clearing the values entered into the Identification of a Payment claim block.

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111 After saving data in the Identification of a Payment claim block you will be presented a Partial Payment Claim card with division for the following blocks: Project BLOCK enter basic information about the project here. Specify expenses incurred and applied for in the Payment claim (for advance payment and refund), Physical progress BLOCK describe content-related state of the project implementation here, Financial progress BLOCK describe project financial implementation, e.g. completing List of documents, Information BLOCK you will find all statements which you are obliged to submit together with your Payment claim, Attachments BLOCK attach scans of all documents required according to the Co-financing contract, Program Manual or this Beneficiary Manual. PROJECT Fields such as: Co-financing contract /decision number, Beneficiary name, Project title, Operational Program, Priority axis, Specific objective (Measure) and Sub-measure (if there is any) are filled in automatically with data from your agreement. Field: TOTAL EXPENDITURE Enter total expenses incurred in the settlement period (both eligible and non-eligible). It is the sum of all expenses incurred in the specific period. The values should be rounded to

112 two decimal places. The system will automatically fill in this field with corresponding amount entered in the Statement of documents within the Financial progress block. If the accounting documents disclosed in the List of documents include all project-related expenses incurred during the settlement period (plus possibly expenses transferred from the previous reporting periods or restored after a complaint s procedure), the value entered by system will be correct and should not be changed. The field is obligatory if you chose Payment claim for reimbursement and/or Payment claim settling the advance payment in the Type of Payment claim. If you do not choose any of the above options in the Type of Payment claim the field is optional and non-editable. Field: ELIGIBLE EXPENDITURE In this field the eligible expenses incurred in specific reporting period are determined. The system will automatically fill in this field with corresponding amount entered in the Financial progress block (described later in this Manual). The field is obligatory if you chose Payment claim for reimbursement and/or Payment claim settling the advance payment in the Type of Payment claim. If you do not choose any of the above options the field is optional and non-editable. Field: CO-FINANCING In this field the co-financing amount is determined, which corresponds to the eligible expenses demonstrated in the Partial payment claim. The system will automatically fill in

113 this field with corresponding amount entered in the Financial progress block (described later in this Manual). The field is obligatory if you chose Payment claim for reimbursement and/or Payment claim settling the advance payment in the Type of Payment claim. If you do not choose the above options the field is optional and non-editable. Note: the Co-financing field refers to the co-financing value specified in the Co-financing contract/approved application form and may not exceed the amount specified there. Other costs which are not included into the co-financing constitute to the beneficiary s contribution, which in the Source of financing table will be assigned to the proper type of public sources when beneficiary of the project is e.g. municipal, or to private funds when the beneficiary is a businessman. Field: REQUESTED AMOUNT, OF WITCH In this field the total amount of refund and advance is shown. The field is filled in automatically as a sum of the following fields: - advance payment, - reimbursement. Field: ADVANCE PAYMENT If you apply for an advance payment, enter the value rounded to two decimal places. The field is obligatory if you chose Payment claim for reimbursement and/or Payment claim settling the advance payment in the Type of Payment claim. If you do not choose

114 any of the above options the field is optional and non-editable. Remember that you can apply for the next tranche of the advance if the percentage level of obtained tranches settlement exceeds the settlement level specified in the Cofinancing contract. If the settlement level of advances specified in the agreement has not been reached you shouldn t apply for the next tranche. The percentage level of advance settlement is defined in the Settlement of advance payments table in the Financial progress block. Field: REIMBURSEMENT If you apply for a refund of costs incurred, enter their total value rounded to two decimal places. The field is obligatory if you chose Payment claim for reimbursement in the Type of Payment claim. If you do not choose the above option the field is optional and noneditable. The value in this field should be rounded in accordance with mathematical principles.

115 PHYSICAL PROGRESS Fill in the following tabs in the Physical progress block:

116 Physical progress in project implementation describe the progress in implementing individual project s tasks, which you implement according to the Cofinancing contact and the approved application form. Output indicators in this tab you can show the number of products in specific settlement period. Information and values related to the output indicators are presented in accordance with the entry in your part of the Co-financing contract/decision. Result indicators in this tab you can specify the results of activities achieved by implementing the project which took place after the completion of the project (and as a result of its implementing) and which affect the social and economic environment directly. Information and values related to the expected results are presented in accordance with the entry in your part of the Co-financing contract/decision. Problems encountered during project implementation in this tab describe the problems encountered during the project implementation (if any). Scheduled course of implementation in this tab describe the tasks which will be implemented in the next reporting period. PHYSICAL PROGRESS IN PROJECT IMPLEMENTATION

117 In this section you have to describe the progress of implementing the tasks specified in the project and your Co-financing contract. To do this select the task and use the Edit function. You will see the dialog box with the Task field (with its name) and Implementation status (text field). Field: TASK is non-editable. It is filled in automatically with the task name specified in the Co-financing Contract. Field: IMPLEMENTATION STATUS in this field you have to describe the state of task implementation. If the implementation of the task contributes to achieving the indicators set out in the project, it should be clearly indicated and the measures taken should be described. In South Baltic Programme follow the guidelines issued by JS how to describe the implementation of tasks within each work package. You can type up to 4000 characters description. You cannot use only special characters.

118 OUTPUT INDICATORS Output indicators determine the physical results (e.g. services provided, purchased equipment, built road, etc.) developed during the project implementation. The system presents a table with the following columns: NO. automatically assigned number. The field is non-editable. NAME OF INDICATOR the system displays in the subsequent rows the names of indicators specified in your Co-financing Contract/decision. The field is noneditable. UNIT OF MEASURE the system assigns the appropriate measurement to the indicators in accordance with the system dictionary. The field is non-editable.

119 TARGET VALUE the system displays the value that you declared in the Co-financing Contract/decision. The field is non-editable. VALUE ACHIEVED IN THE REPORTING PERIOD in this field enter the value of the indicator which has been achieved during the reporting period for which you are submitting the Payment claim. Enter the value rounded to two decimal places. VALUE ACHIEVED FROM THE BEGINNING OF PROJECT IMPLEMENTATION (INCREMENTALLY) - in this field the system displays automatically the indicator implementation level taking into account all previously submitted Payment claims together with the current proposal. The field is editable you can make a change in the value initiated by the system, if there is a reasonable substantive need, e.g. if you have entered the wrong value in the previous partial payment claims. DEGREE OF IMPLEMENTATION (%) - this field displays the percentage level of a given indicator implementation cumulatively since the beginning of the project. The field is non-editable. RESULT INDICATORS

120 Result indicators refer to the direct and immediate results achieved by the project implementation which occurred after its completion (and as a result of its implementation). These indicators describe changes in the beneficiary s or final recipients situation and their environment. The system presents a table with the following columns: NO. automatically assigned number. The field is non-editable. NAME OF INDICATOR the system displays in the subsequent rows the names of indicators specified in your Co-financing contract /decision. The field is noneditable. UNIT OF MEASURE the system assigns the appropriate measurement to the indicators in accordance with the system dictionary. The field is non-editable. BASELINE VALUE data in the column are filled in automatically with the values specified in your Co-financing contract. The indicator base value is a value before the beginning of the project. The field is non-editable. TARGET VALUE the system displays the value that you declared in the Co-financing contract /decision. The field is non-editable. VALUE ACHIEVED AS A RESULT OF IMPLEMENTATION OF THE PROJECT - if the Payment claim you are registering is a final Payment claim enter the indicator final value achieved at the time of submitting this Payment claim. DEGREE OF IMPLEMENTATION (%) - this field displays the percentage level of specific indicator implementation cumulatively since the beginning of the project. The field is non-editable.

121 PROBLEMS ENCOUNTERED DURING THE PROJECT IMPLEMENTATION In this part of the Payment claim describe briefly any problems encountered during the project implementation in the period covered by the Payment claim. In addition, describe the tasks to be implemented and those not implemented within this period together with the reasons for the cancellation of their implementation or indication of external causes that prevented their implementation. If this is your final Payment claim add a comment about the indicators implementation giving the reasons for potential failure to achieve the level of implementation assumed in the project.

122 In the field you can type up to 4000 characters. You cannot use only special characters. PLANNED IMPLEMENTATION COURSE This part of the Payment claim should include description of your action plan within the further implementation of project and tasks until the next Partial Payment claim submission. If during the reporting period, for which the partial payment claim is submitted, not all planned activities were implemented, please describe what measures you will take in the next reporting period in order to guarantee the proper and timely implementation of the project. You can type up to 4000 characters. You cannot use only special characters.

123 FINANCIAL PROGRESS In the Financial progress block fill in the data in the following tabs: List of documents enter specific information concerning the expenses incurred in specific reporting period here. Expenditures settled on a flat-rate basis demonstrate the expenses incurred in a given reporting period which were defined as expenses settled on a flatrate basis

124 Reimbursements/Corrections values entered here will cause cumulative reduction/enlargement of the values in the Financial progress table. Sources of expenditure financing describe expenses incurred within the submitted Payment claim dividing them into different sources of financing. Settlement of advance payment settle advances granted so far (does not apply to the Interreg programs). Financial progress there is a table automatically filled in, where you can see collective information about all expenses within the project Income specify the amount and type of income if the project generated any during its implementation (in the period for which you are submitting the Partial Payment claim). LIST OF DOCUMENTS It is important to gather all project-related documents during the project implementation. You need to collect all the required materials carefully in order to pass the verification process of your Partial payment claim and receive a co-financing. You will need to submit them all or a sample depending on the decision of the Controller - together with the Partial Payment claim to receive the co-financing. Documents confirming the accuracy and eligibility of the expenses included in the partial payment claim have been specified in the applicable Programme Manual. Each accounting document should be marked in a way which clearly assigns it to a specific project e.g. a stamp or description containing such information. This is to prevent the attempts of using the same document to obtain refunds in more than one project. You consult with your Controller specific requirements on how to describe documents. The List of documents should cover invoices (or other documents of equivalent evidentiary value) paid in full, which confirm eligible and non-eligible expenses incurred in the period covered by specific Partial Payment claim. In the List of documents you should also include documents relating strictly to the non-eligible expenses. If you present the expenses from the periods covered by the previous Partial Payment claims please add an appropriate remark in the Notes field. It could happen that in the course of verification of your previous partial payment claim the Controller identified incorrect spending and excluded it in whole or in part from this claim. If you submitted a complaint and it has been accepted, you have the possibility to submit these expenses in another partial

125 payment claim. Such costs shall be shown in the last lines of the table along with an appropriate note in the Notes field. Please note! if the Controller excluded only part of the expenses or only some of the items of the invoice, and they were eventually found to be correct (as a result of positive response to your complaint) than in the next payment claim enter only the value corresponding to the parts expenditure questioned earlier. Creating and sending of Payment claim will be much easier if you take care of clarity and order in the project documentation. You can fill in the fields in the List of documents tab in two ways: by importing xls file (recommended), by uploading each document into the system. Note! The figures in the List of documents in the system are completed in EUR. If your expenses were incurred in other currencies, it is required to convert them into EUR according to the exchange rate applied by the EC in the month in which the expenses are submitted for verification by the Controller (article 28(b) of the ETC

126 Regulation). In view of the above, as well as in order to avoid any later doubts during the verification of your partial payment claim, we suggest you to complete the list of documents in an.xls file, in accordance with the guidance described in the further part of the Manual. Importing file This is the best form we recommend for entering the information about the documents confirming the incurred expenses. If you decide to create the list of documents in this way (i.e. outside the system, in a separate.xls file), you will be able, on a regular basis, during the ongoing reporting period, to supplement the list with further items and then to import the entire list at a time to the system when preparing the Partial payment claim. You have to remember that the structure of this file cannot be modified, as it would prevent the smooth import of the list back to the system. A good practice will be if you enter one item in the list by hand and then export the file. Through this, you will know the method of supplementing the file, the logic for

127 determining the specific fields, etc. You have to remember that the structure of this file cannot be modified, as it would prevent the smooth import of the list back to the system. A good practice will be if you enter one item in the list by hand and then export the file. Through this, you will know the method of supplementing the file, the logic for determining the specific fields, etc. Please note! The file exported from the system contains selection lists containing the names of cost categories and the names of costs which are consistent with the values specified in the Co-financing contract for which the partial payment claim is created. In a situation of changing the project budget (adding new tasks, changes in the names of costs, using new cost categories), it will be required to re-export the model of the list from the system. If your expenses were not incurred in EUR, follow the instructions at the end of this chapter. In order to obtain the model of the file, select the Export file function. A new window will appear, in which you indicate whether you want to save the file on your local disk or you want to open it at once.

128 You can import the List of documents by selecting Import from xls file. After selecting Browse you can choose XLS file you want to import. In order to load data into a table in the system you need to confirm the import. Fields in the List filled in through importing.xls file and those typed in do not differ in any way. Below you can see the description of how to fill in the List of documents directly from the system with specific elements description. Entering data to the List of documents is done by adding following items complying with the tasks you undertake during the project.

129 Start entering data in the List for a given task specified in the project and your contract by selecting Add

130 In the open List of documents dialog box start entering data for a given task. The system has been designed in a way which will help you combine a document with a specific task. The document may be demonstrated in several tasks. In this case, make an appropriate allocation of amounts (in particular in the eligible expenses field) not to duplicate values that you present for the settlement. Field: DOCUMENT NUMBER. In this field enter the number of the document confirming the expenses within the project (assigned by its issuer). Field: NIP OF DOCUMENT ISSUER [Tax ID no.]/ PESEL NUMBER [Personal ID no.] The field consisting of 2 components ID type drop-down list that contains the following

131 values: NIP (Tax identification number) PESEL (Polish Resident Identification Number) Foreign No. Not applicable and detailed field, which you must complete in a specific way depending on the selection in the ID type field: NIP applies to Polish operators if the issuer is an operator pursuing business activity, enter the NIP number of the issuer of the document the number of which was specified in the Document No. field; PESEL applies to Polish citizens, if the issuer of the document is a private person not pursuing business activity provide their PESEL number; Foreign No. foreign number, applies to foreign operators or citizens if the issuer of the document is a foreign operator/citizen, enter its ID you may enter up to 25 characters; Not applicable you do not enter anything, in this case the detailed field is locked for editing. In case of the NIP and PESEL values, the system will help you not make an error and check the accuracy of the entered data.

132 Please note! When the entered information about the expense apply to the settlement of business trip costs of an employee, enter the NIP number of the beneficiary. When the entered information about the expense apply to a transaction made by credit card, you should select the Not applicable value. Similarly proceed in the case when the incurred expenditure is confirmed by a proof of transactions made by credit card (not invoice). Field: CORRECTING INVOICE Check the box if the document included in the statement corrects another document included in the statement. Enter correcting invoice directly after the document corrected. If the correcting invoice applies to a document included in a previous Payment claim, include it at the beginning of the statement. In the comment section enter the number of the document corrected. You should include the correcting invoice in the first Payment claim after you received it. Field: ACCOUNTING OR REGISTER NUMBER In this field give the accounting number or reference number which was given by the person keeping the accounting records or accounting books. Field: DOCUMENT ISSUE DATE In this field enter the date of document issue. You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD.

133 Field: DATE OF PAYMENT In this field enter date of payment resulting from the accounting document presented. You can choose specific date by selecting it in calendar, or type it in, in the format YYYY-MM-DD. If the payment was made in more than one term, the system will allow you to add more payment dates by icon or determining the range of dates by checking the box if the date of payment is within the specified period. After filling in more than one date of payment the function for deleting any of the entered payment dates is available. Field: NAME OF PRODUCT OR SERVICE In this field enter the name of the product or services assigned to the appropriate position in the accounting document. If expenses apply to a single range of products they are eligible expenses and all items on the invoice are subject to the same VAT rate, thus you can give them a collective name without providing all items from the invoice. In the case of different rates within a single accounting document group the items from the document according to the VAT rates and enter each group in a separate line but the data entered in Document No., Date of document issue and Date/dates of payment will contain the same information in all rows for a given accounting document. Please note! Each cost item should be described in a way that allows confirming its nature and relevance to the project. Therefore, the cost descriptions should be consistent throughout the project

134 (same description structure), and include the following elements: the nature of the cost (e.g. travel of, purchase of, salary for), subject (e.g. staff name, product/service name), reason (e.g. for analysis of xyz, to an event), in case of travel costs or events also destination and date (e.g. event location and date). Example 1: travel of (nature) Ms. X (subject) to project event (reason) in Kalmar for 14 June 2016 (event location and date), Example 2: purchase of (nature) a computer (subject) for project monitoring (reason), Example 3: printing of (nature) 500 leaflets (subject) for regional project event (reason) held in Kalmar on 14 June 2016 (event location and date). Example 4: staff costs (nature) for Ms. X (subject) for June 2016 (date). Field: CONTRACT NUMBER In this field there is available a list of contracts that you've entered into the system within the framework of Public procurement functionality for your project. Select the appropriate contract number for which the expense (shown in the statement) was incurred. In the case when a document does not apply to a contract with the contractor selected by public procurement you can fill in the field with N/A. If you want to register the invoice concerning the contract which is not listed make sure that the information about the contract has been already registered in the system (section relating to public procurement) and was sent to the JS (MA in case of TA project).

135 Field: GROSS AMOUNT IN THE DOCUMENT In this field enter the gross amount of the document shown in the List of documents. Please note! The document may contain items (products or services) that do not apply to the project or are not eligible in the project but the gross amount show the value of the entire document. Field: NET AMOUNT IN THE DOCUMENT In this field enter the net amount of the document shown in the statement (difference between the gross and net values can only result from the amount of VAT). If you register a document which is not a VAT invoice document net amount should be equal to the document gross amount. Field: COST CATEGORY NAME OF THE COST In this field there is available a list of cost category combinations with cost name assigned to it according to what is specified in the Co-financing contract for a given task. Remember that you can only choose those items that are valid for the version of the Cofinancing contract on the base of which you are creating the Payment claim. Fill in the field by selecting one of the available values.

136 If one document shown in the statement covers several combinations of values in the Cost category name of the cost field you can add additional items by the use of add function. Remember that for each combination of Cost category name of the cost value it is necessary to add separate amounts in the fields: Total expenditure, Eligible expenditure, of witch VAT, Co-financing. When you add more than one combination of cost category name of the cost delete function is available, which allows you to delete any of the entered data set assigned to the combination. Field: TOTAL EXPENDITURE In this field enter the amount of expenses (covering both eligible and non-eligible expenses) which corresponds to the previously selected value in the Cost category - cost name field. Field: ELIGIBLE EXPENDITURE In this field enter only the amount of eligible costs (together with VAT, if it is an eligible cost) settled with the Payment claim. The payment should correspond to the previously selected value in Cost category/cost name.

137 Field: OF WHICH VAT In this field show the VAT amount relating only to the eligible expenses entered in the previous field and if VAT is an eligible cost itself. In the case of non-eligibility of VAT leave the default value of "0.00". Field: CO-FINANCING The value in this field is calculated by the system based on the eligible expenses specified for a given position of the statement and the level of co-financing (defined as the quotient of co-financing and eligible expenditure) specified for Cost category/cost name combination in the Co-financing contract within a given task. The value calculated by the system is rounded in accordance with mathematical principles. Generally you shouldn t change this value. However, if you need to do it you can edit this value (especially in the case of final Payment claim when the value calculated by the system exceeds the value of co-financing specified in the Co-financing contract for a given Cost category/cost name combination category). Field: COST CATEGORY SUBJECT TO LIMITS In this field there is available a list of cost categories, relating to the expenses which progress you are obliged to monitor as part of your project pursuant to the provisions of Co-financing contract (for example expenditures incurred outside the EU territory the socalled 20% rule ). If one document shown in the statement applies to several Cost categories you can add

138 additional items by the add function. Remember that for each Cost category it is necessary to add separate values in the Cost Category subject to limit field. After adding more than one Cost category delete function is available, which allows you to delete any of the entered data set (Cost category subject to limits Expenditures within limit) Field: EXPENDITURES WITHIN LIMITS In this field enter the expenses amount associated with the cost category which you have entered in the previous field and which you are obliged to monitor pursuant to the provisions of the Co-financing contract. The field is editable only if you have selected one of the available options (apart from the default one - N/A) from the Cost category in the Cost category subject to limit field. Field: COMMENTS In the field you can enter additional information or clarification referring to a specific document shown in the statement that will allow the employees of the Controller to evaluate it efficiently and approve it. In the Comments, enter obligatorily your number of the Project Partner in the following format Partner n where n corresponds to your number in the tab of the Co-financing contract. This entry must be placed at the very beginning. In the field you should also type information such as:

139 an adequate explanation, if you made a change to the value of cofinancing initiated by the system the amount of imposed financial correction which reduced your eligible expenses (if you made such reduction by yourself), in the case of correcting invoice you should give the number of the invoice corrected, indication whether the expense has been incurred under the programming tendering principle, indication of whether the expenditure has been re-claimed, in whole or in part, due to the positive consideration of your complaint, Indication of the exchange rate applied for the conversion into EUR of the expense incurred in a currency other than EUR (in the first line of the list). You can type up to 600 characters here. Field: ATTACHMENT In the field you can attach a scanned document included in the List of documents. For safety reasons, the system allows you to attach only certain types of files, e.g. you cannot add executable files such as.exe or.com. If the file format is wrong, SL2014 informs about this fact by an appropriate message displayed on the screen. Maximum attachment size is 20 MB, so while preparing scans of documents follow these

140 guidelines (when possible): scan a document in grey scale rather than in colour process the scanned document to a pdf file (or jpg, png file) - its size will be smaller. It may be a good solution to archive multiple documents into a single file, bearing in mind the maximum attachment size. To import an attachment to the system, select Browse function. After selecting the file from the local disk confirm the import. Once you attached the document you can remove it and preview it. Please note! To the original version of the payment claim, you should not attach electronic versions of documents confirming the expenses incurred. On the basis of the list you completed, the Controller will select a sample of expenses to control. About the selected sample, you will be informed via the Correspondence module. Also, the Controller will refer your payment claim for supplementing and will inform you how you should provide the indicated documents to the Controller (in electronic and paper form). Electronic versions of documents should be attached to the specific items of the List of documents indicated by the Controller in the selected sample. If the document requested by the Controller does not apply to the specific item from the List of documents, it should be attached in the Attachments tab.

141 Guidance on the conversion of the list of documents into EUR (for those beneficiaries who have not incurred expenses only in EUR). The steps described below should be carried out in an MS Excel spreadsheet outside SL2014 in the exported file). First, fill out the statement in the currency in which the expenditure was actually incurred. Follow in this regard regulation / guidelines applicable in your program. If in doubt, contact the appropriate Controller. If the list you prepared is ready to be imported to the system, you must convert the entered numerical values into EUR according to the exchange rate applied by the EC in the month in which the expenses are submitted for verification by the Controller (Article 28(b) of the ETC Regulation). For this purpose, follow the following instructions: 1. Name the first worksheet you are completing as EUR and the second as other currency, 2. In the EUR worksheet, click the Select all button and press the Ctrl key and letter c on the keyboard, 3. Go to the other currency worksheet and then click the Select all button and press the Ctrl key and letter v on the keybord. 4. In the X3 enter the exchange rate, which is used to convert the value into EUR and in the field Y3 the name of the currency, from which you will convert expenditure in EUR (PLN, SEK, DKK, etc.). If, in a given reporting period you incurred expenditures in several currencies other than EUR in the field X4 enter the exchange rate for currency X, in the X5 for the currency Y etc.). Enter the names of these currencies in columns Y4, Y5 and so on. 5. Return to the EUR worksheet and in the L4 field enter a formula that divides the value entered in the L4 field of the other currency worksheet by the value in the X3 field of this worksheet. Use an absolute reference to the X3 cell ($X$3). The final content of the formula should be as follows =ROUND( other currency!l4/ other currency!$x$3;2), 6. Copy this formula to all the cells in the L, M, R, S, T, W columns for those expenses that you want to convert into EUR at the rate specified in the X3

142 sheet "other currency"). You may select multiple cells at once, use the keyboard shortcuts described in points 2 and 3. Save the file. 7. If you incurred expenses in several currencies other than EUR in the L [line number] 3, enter the formula "=ROUND(other currency!l[line number]/'other currency'!$x$4;2)" for the currency defined in the Y4 sheet " other currency ". Repeat step 6 for the expenditure converted in currency defined in the Y4 sheet "other currency". Repeat these steps for other currencies, if necessary. 8. Now you can calculate the value of the Co-financing. For this purpose enter in each row in the column U enter the following formula "= ROUND(S [line number]*[% of co-financing];2)". As a rule applied co-financing rate should be consistent with the co-financing rate specified in the approved application form for the task (work package) in which the expense is reported. 9. Select again all the cells in the EUR worksheet by clicking the Select all button and press the Ctrl key and letter c on the keyboard. 10. Anywhere in the selected area, right-click and select the Paste Special option and then select Values. 11. Save the file on your local disk under the name of [Acronym]_[Raport No]_List of documents and close the file. Follow the above instructions also in a situation where in the list of expenditure both the expenses incurred in EUR and in other currencies will be included. For expenses incurred in EUR enter the exchange rate = 1. The list prepared in this way will be possible to be imported to the system. The version of the list with the formulas visible (saved in step 6) should be attached to the payment claim in the Attachments block. EXPENDITURES SETTLED ON A FLAT-RATE BASIS In this section you will find information about the costs settled on a flat-rate basis, if provided so in your project. Details in this regard can be found in the applicable Programme Manual. 3 The number of the line, in which information on expenditure incurred in the currency specified in the Y4 sheet "other currency" was entered.

143 Expenses within a project can be settled using the following types of flat rate: lump sums and flat rates. If according to your Co-financing contract you settle your expenses using one of the aforementioned flat-rates, the range of data described below depends on the type of flat-rate. The table Expenditures settled on a flat-rate basis contains data compatible with the Co-financing contract registered in the system. To start editing a particular row, select it, and then choose Edit After selecting this function, the system presents Expenditures settled on a flat-rate basis dialog box. The data displayed in the box depends on the flat rate type which you are editing.

144 Field: TYPE OF FLAT RATE The system displays types of flat rates specified in your Co-financing contract /decision in the subsequent rows. The field is non-editable. Field: NAME OF FLAT RATE TYPE The system displays names of flat rates corresponding to a particular type of flat rate compatible with your Co-financing contract /decision in the subsequent rows. The field is non-editable. Field: NAME OF INDICATOR If you are editing a row for Flat-rate sum the system displays in this row Indicators names which you have to achieve (pursuant to the Co-financing contract ) in order to settle a particular expense and receive a payment within specific flat-rate sum. The field is noneditable. Field: VALUE OF INDICATOR In this field enter the value of the indicator which you have achieved during the reporting period for which you are submitting the Payment claim. Field: FLAT RATE (%) If you are editing a row for Flat rate, in this field the system will automatically assign a percentage rate which corresponds to the Flat rate specified in your Co-financing contract /decision. The field is non-editable.

145 Field: ELIGIBLE EXPENSES If the row you are editing concerns a flat rate sum and you have achieved the indicators that you should achieve pursuant to the Co-financing contract, enter the amount of eligible expenses related to the flat-rate sum specified in the Co-financing contract. If the row you are editing concerns a flat rate, enter the value of eligible expenses specified in accordance with the Programme Manual. In case of a flat rate regarding the personnel costs, the basis for calculating the value of eligible expenses are other actual (direct) eligible costs. In case of a flat rate regarding indirect costs, the basis for calculating the value of eligible expenses are actual eligible personnel costs or lump sum values for personnel costs (depending on how the method of settlement of personnel costs has been specified in your contract). Field: PUBLIC SUPPORT The value in this field is calculated by the system based on eligible expenses for specific position and level of co-financing specified for given Name of flat rate in the Co-financing contract within specific given task. Value calculated by the system is rounded in accordance with mathematical principles. Generally you shouldn t change this value. However, if you need to do it you can edit this value (especially in the case of final Payment claim when the value calculated by the system exceeds the value of co-financing specified in the Co-financing contract for a given flat rate).

146 Field: COST CATEGORY SUBJECT TO LIMITS In this field there is available a list of cost categories, relating to the expenses which progress you are obliged to monitor as part of your project. The information about the limits requiring monitoring is included in the Co-financing contract in SL2014 (in particular limit may relate to the expenditure incurred outside the European Union - the so-called 20% rule ). If a flat rate entered in the table applies to several cost categories, you can add additional items by using add function. Remember that for each cost category added it is necessary to fill in separate values in the expenditure within the limit field. After adding more than one expenses category a delete function becomes available, which allows you to delete any of the entered data set (cost category subject to limits expenditure within the limit). Field: EXPENDITURE WITHIN THE LIMIT In this field enter the amount of expenses associated with the cost category that you have entered in the previous field and which you are obliged to monitor pursuant to the provisions of the Co-financing contract. The field is editable only if you have selected one of available options (apart from the default one - N/A) from the Costs category in the Cost category subject to limits field.

147 REIMBURSEMENTS/CORRECTIONS In this section of the Partial Payment claim there is a table where you can apply corrections to the values cumulatively in the Financial progress table. In the Financial progress table values cumulatively are shown, which are calculated automatically by the system. If you incorrectly assigned the expense to the task, cost category, category subject to the limits or incorrectly assigned the expense amount in the previously submitted Partial payment claims it may be necessary to make appropriate adjustments in the values cumulatively. Values entered with the sign "-" will reduce the amount cumulatively. Values entered without the sign "-" will increase the amount cumulatively. Moreover, if in the previous Partial Payment claim you settled the expenses which pursuant to the current Co-financing contract should not be settled, it will be necessary to apply the appropriate deductions for expenses settled in previous Partial payment claims (e.g. non-eligible expenses have been found within the project, which resulted in signing an annex to the Co-financing contract reducing the amount of costs categories by the irregularities) in order to reflect the correct financial progress of the project. If you have any doubts concerning the issue of registering the position in the table contact the Controller.

148 To add a new position to the table, select Add. When you select this option, the system presents a Reimbursements/corrections dialog box including the information described below. To edit previously added row, select the row you want to edit and choose Edit. You can also delete previously added row. Select the row you want to delete and choose Delete. If registration of the reduction of amounts cumulatively in the Financial progress table is required, in this field enter the number of Payment claim, which should be corrected.

149 In this field choose the Task, where you wish to correct the data. If in the previous field was chosen a task, which according to the Co-financing contract is accounted for by expenditure actually incurred, in this field select the combination of Cost categories Name of the cost, which requires adjustment. In case of necessity to correct expenditures settled on a flat-rate basis, in this field select the relevant Name of the flat-rate. Please note! Remember that the correction of the flat rate for staff costs should result in a corresponding correction of the flat rate for administrative expenses. If you correct position regarding Cost categories Name of the cost, in this field may be indicated number of accounting document, concerned in the given correction. In order to keep a proper audit trail, you are required to assign an adjustment to the individual accounting documents indicated in the partial payment claim you selected. In this field please enter total value of expenses (both eligible and ineligible), by which you wish to correct the chosen Task and combination of Costs category - Name of the cost or Name of the flat-rate in the Partial payment claim indicated by you. If you wish to reduce the amounts cumulatively, enter the value with - sign.

150 Values entered without - sign will increase the amounts cumulatively. In the table Financial progress of the filled in by you Partial payment claim will be corrected by the given value the total expenses cumulatively for the chosen position of budget of your project. In this field, please enter value of eligible expenses, by which you wish to correct the chosen Task and combination of Costs category - Name of the cost or Name of the flat-rate in the indicated by you Partial Payment claim. If you wish to reduce the amounts cumulatively, enter the value with - sign. Values entered without - sign will increase the amounts cumulatively. In the table Financial progress of the filled in by you Partial Payment claim will be corrected by the given value the eligible expenses cumulatively for the chosen position of budget of your project. In this field, please enter value of co-financing, by which you wish to correct the chosen Task and combination of Costs category - Name of the cost or Name of the flat-rate in the indicated by you Partial Payment claim. If you wish to reduce the amounts cumulatively, enter the value with - sign. Values entered without - sign will increase the amounts cumulatively. In the table Financial progress of the filled in by you Partial Payment claim will be corrected by the given value the co-financing cumulatively for the chosen position of budget of your project. If in the corrected accounting document or position concerning flat-rate in the selected by you Partial Payment claim was incorrectly assigned the amount of expense within the specified limit and it requires correction in this field, you may choose correct category subject to limits.

151 With this field you may correct value of expenses subject to limits for the chosen in the previous field category. In this field enter the value of expenses, by which you wish to correct the selected category subject to limits in the indicated Partial Payment claim. If you wish to reduce the amounts cumulatively, enter the value with - sign. Values entered without - sign will increase the amounts cumulatively. As a result of the introduced changes, eligible expenses in the table Financial progress of the filled in by you Partial Payment claim will be corrected by the given value - cumulatively for the selected category subject to limits. If shown in the table corrected position concerns several categories of expenses, you have an option of addition another positions with the function add Remember that for each added category of expenses it is necessary to complete separate values in the field expenses within the limit. After adding more than one category of expenses will be available a function of removing any of the introduced data set (Cost category subject to limits Expenditures within the limit).

152 In this field briefly explain the necessity of performing registered correction. You can enter up to 600 characters. SOURCES OF EXPENDITURES FINANCING This part of Partial Payment claim includes information concerning amounts of expenditure in your project broken down into various sources of financing. Data in the table should illustrate the situation that would take place after reimbursement of expenditure incurred. Each financing source is broken down into total expenditure and eligible expenditure. Values in the table shall illustrate situation in settlement period, for which Payment claim is submitted. E.g. beneficiary being local government authority implementing a project co-financed from European Regional Development Fund incurred in the settlement period expenditure in the amount of 120 units, 100 of which were eligible expenditure. At the same time applies for reimbursement of 80% of incurred eligible expenditure. Thus in the financing sources table: - in the field community funds total expenditure enters: 80 - in the field community funds eligible expenditure enters: 80 - in the field budget of local government authority total expenditure enters: 40 - in the field budget of local government authority eligible expenditure enters: 20. In the field sum total expenditure the system calculates 120, and in the field sum eligible expenditure 100. In the table shall be indicated financing sources for expenditure shown in Statement of documents and the table Expenditure settled on a flat-rate basis.

153 Eligible expenditure in this table must be reduced by you by income entered by you in Payment claim, subtracting it proportionally from all the sources of financing from which the expenditure were financed. Own contribution shall be broken down proportionally according to sources from which the expenditure were made. The table includes the following positions:

154 SETTLEMENT OF ADVANCE PAYMENTS This part of Partial Payment claim includes information concerning funds received in the form of advance payments as part of the project implemented by you and presents current state of settlement of such funds. On the basis of the entered by you information on the funds received, amounts of not used advance payments, repaid on the account of institution or settled by you advance payments in the submitted Partial payment claims the system presents amount of advance payments remaining to settle and calculates percentage of settlement of the advance payments provided. In the table must be given the amount of interest accrued on the account and repaid to the account of institution. If as part of your project funds were paid in the form of advance, in this field enter total value of all the advance payments received due to project implementation. If you did not receive yet any advance payment due to project implementation, leave the value 0.00 here.

155 If during settlement of tranches of advance payments received, within the time limit specified in the Co-financing contract, you did not use the funds provided in the form of advance and was necessary their repayment, indicate the total amount of advance payments repaid. If you did not repay advance payments due to project implementation, leave the value 0.00 here. If you did submit Partial payment claims as part of the given project, and in the previously submitted Partial payment claim you did settle advance payments, in this field indicate total amount of advance payments settled in the Partial payment claim submitted as part of the project. If you did not settle advance payments, leave the value If in the filled in by you Partial payment claim you settle a previously received advance payment, in this field indicate the amount of advance payment settled, which is the amount of co-financing reflecting the incurred expenses that apply to settlement of advance payment. If it is not an Payment claim settling advance payments, leave the value The system will calculate in this field the amount of advance payments, that you still have to settle, on the basis of given by you amounts of advance payments received, repaid and settled. In such case the value calculated by the system is not editable. The system will calculate in this field what is the percentage of all the settled by you advance payments, including the advance payments settled in the current

156 Partial payment claim and all the repayments of advance payments made compared to the total amount provided in the form of advance. In such case the value calculated by the system is not editable. If you are obliged to repay interest funds accrued on the bank account, where the funds received in the form of advance are kept by you, in this enter in the amount of interests accrued on this account in the accounting period covered with the Partial payment claim. If you did not yet receive any advance due to the project implemented by you or if there are still no interests accrued on the funds received in the period from the last Payment claim, leave the value If in the filled in Payment claim were revealed interests on advance funds, and you have repaid such interests on the account of institution, in this field indicate the amount of repayment. If for the received funds were not incurred any interests or you did not repay such interests leave the value FINANCIAL PROGRESS This part of Payment claim is filled in automatically. It includes summary of financial data from the Co-financing contract, data cumulatively from the start of project implementation and amounts shown in the current Partial payment claim broken down into total expenditure, eligible expenditure and the co-financing. The system also presents percentage of project implementation, calculated as relation of the amount of eligible expenditure cumulatively to value of eligible expenditure specified in the Cofinancing contract. The data above is presented for specific positions, concerning expenditure actually incurred and settled on flat-rate basis, specified in financed scope in the Co-financing contract.

157 There are also available summaries for specific activities/tasks/work packages and the entire project. INCOME This part of Partial Payment claim includes information concerning income. The table shows income which was not included at the moment of signing the Co-financing contract for the project, and which should reduce eligible expenditure in the Partial Payment claim, according to Art. 65 section 8 of Regulation of the European Parliament

158 and of the Council (EU) no. 1303/2013 of 17 December Income is a term used in the Regulation, that is why in the system also this term is used, in practice, however, it must be also taken into account, that introduced by you amounts should cover all the incomes, that will be generated in the course of project implementation (for example related to preparation of development area (income from sale of scrap obtained in the course of building demolition or sale of wood from cutting down trees). In case where to generating income contributed both eligible and not eligible expenditure, in the table indicate part of income reflecting the relation of eligible expenditure to total expenditure, which contributed to generating income. To start adding positions in the table, select the function Add After choosing this function, the system presents the dialogue box Add income, in which you fill in the data concerning the income. If in the course of project implementation income was obtained, in specific field indicate source of income, and briefly describe circumstances of generating income. You can enter up to 700 characters. In this field enter the amount by which due to generating income shall be reduced eligible expenditure in the Partial Payment claim.

159 In this field enter the amount by which due to generating income shall be reduced co-financing in the Partial Payment claim. This value should be calculated as product of amount of income reducing eligible expenditure and quotient of co-financing and eligible expenditure specified in the Co-financing contract. Value in this field should be rounded in accordance with mathematical principles. INFORMATION This part of Partial payment claim relates to all statements and information concerning compliance of project implementation with community policies. By default the system confirms that the project is being implemented according to provisions of community policies. In case of non-compliance with community policies (i.e. unchecking visible checkbox), shall be described in a few sentences what are the possible derogations and shall be indicated corrective actions taken. You can enter up to 4000 characters.

160 Read the statement included in this part of Partial payment claim, as you must be aware of criminal responsibility of confirming untruth, in accordance with the relevant laws and regulations applicable in your country. In this part fill in information on the place of keeping any documentation related to the project. In this field specify the exact address. Information must be completed in the first Partial payment claim. In subsequent Partial payment claims, the field will be initiated with value from the previous Partial payment claim. Remember to update this information, if it is changed. ATTACHMENTS The last part of the Partial payment claim includes a block relating to all the attachments to your Partial payment claim. The first block Invoices is intended for attaching documents required in the process of settlement of expenditure. As a rule, electronic versions of documents confirming the expenses incurred should be attached by you directly to the document in the List of documents, but sometimes it can happen that the controller (or MA in the case of TA project) asks you to enclose the documents within that block. If the expenses settled in the partial payment claim were incurred in a currency other than EUR, at this point of the block it is necessary to attach the original list of documents in an.xls file (completed in the currencies in which the expenses were incurred as referred to in point 6 of the Guidance on the conversion of the list of

161 documents into EUR. The second block Work acceptance/performance is intended for attaching documents confirming performance of works as part of the project. If during the verification of your application, the Controller requests you to present documents confirming the performance of work within the framework of the project, you will be able to attach their electronic versions in this block. The third block Other documents is intended for the remaining documents, required from you by institution, e.g. bank statements or reports from financial accounting systems. For security reasons, the system allows attaching only specific types of files, for example it is forbidden to add executable files, such as.exe or.com. If the file format is invalid, SL2014 informs about it by the relevant alert screen. The maximum attachment size is 20 MB, that is why, where possible, while preparing scans of documents, remember the following: Instead of scanning in colour, scan your documents in grayscale save the scanned document as PDF file (or optionally jpg, png) thanks to this its size will be smaller. Good solution is also archiving multiple documents into a single file, remembering about the maximum attachment size. Invoices To import an attachment to the system, select the function Browse After selecting the file from local drive, confirm import of a document. Confirm the character of the attached documents

162 choosing a checkbox I attach invoices or equivalent accounting documents with proofs of payment. After attaching the documents you can remove them (also all of them at the same time) or view them, using the functions available in the table: Delete the attached document Delete all Display the attached document Work acceptance/performance In this section, the available for you functions are the same like for the section Invoices. Additionally, you must fill in text fields Name of document name, Document number, Document date and Brief description. Other documents In this section, the functions available for you are the same like for the section Work acceptance/performance. This section should also include a scan of the signed

163 declaration regarding the eligibility of VAT. Follow in this regard the applicable rules of the program Handling of Partial payment claim The SL2014 gives many options related to handling your Partial Payment claim. The functions are described below Saving the partial payment claim At any time of creating an partial payment claim, you can save it, not to lose what you have already managed to do and continue to work at another time. To this end, choose the function Save, available for the partial payment claim form.

164 Each time, while saving, the system verifies correctness of entered data and if no data required for saving the partial payment claim is missing, the form will be saved and you will have access to it from the screen Project Verification of correctness At any time of the process of preparation of Partial Payment claim, you have a chance to verify correctness of the introduced data by the function Verify. Please note! Remember that calling this function does not cause saving the Partial Payment claim. If after calling it SL2014 does not find any errors, you will be informed about this with the relevant message.

165 If the system finds that in your Partial payment claim are errors related to incorrectly filling in data or if the data is incomplete, you will be informed about this by displaying on the form additional block, so called result of validation, in which precisely and in an orderly manner will be presented the list of errors in the table. Pointing at positions in this table in the column Description, you can go to specific place in the Partial payment claim, which requires correction Submitting the partial payment claim After creating, the partial payment claim shall be submitted to the Controller. To do this, select the function Send the Payment claim

166 When you select this function, SL2014 will verify correctness of your Partial payment claim, in the same way like in the process described in section Verification of correctness. If the system does not find any errors, your Partial payment claim will need signing before sending it to the Controller. SL2014 allows signing the Partial payment claim with epuap Trusted Profile, qualified certificate or unqualified certificate. Beneficiaries from outside Poland will be able to use only the option of signing the claim with the unqualified certificate. Without signing the Partial payment claim it is not possible to submit it to the Controller.

167 After selecting function Submission of the payment claim the System presents selection list of available variants of signing: Signing the document via epuap only PL Signing the document via qualified certificate only PL Signing the document via unqualified certificate all partners After indicating the selected variant, confirm your choice with OK function. epuap only PL After selecting the epuap option, SL2014 will redirect you to epuap website and you will be prompted to sign the document. Select the function Sign with trusted profile (Podpisz profilem zaufanym).

168 Then choose the profile you wish to use to sign the document. Select the function Use this profile for signing (Użyj tego profilu do podpisu)

169 You receive an or SMS with authorization code for this action (depending on the information channel chosen while creating the trusted profile). You must confirm the signature authorising it with the code sent and complete it selecting the function Confirm (Zatwierdź). If you have introduced appropriate code, the system will present message about successfully signing the document. After selecting the function OK you will be redirected back to SL2014.

170 On the screen the system will show message about signing the Partial payment claim and sending it to institution. Qualified certificate only PL You can select the option Signing document via qualified certificate.

171 If the system displays Security Warning choose the option Continue. If in the next step dialogue box with question about running the application is displayed, choose Run. To make this dialogue box not appear again, mark the option Do not show this again for apps from the publisher and location above.

172 If in the next step dialogue box with question about access is displayed, choose Allow. To make this dialogue box not appear again, mark the option Do not show this again for this app and web site.

173 By entering PIN and confirming it with Accept, you will sign the Payment claim. The system will inform you about signing and sending the Partial payment claim by displaying message on the screen.

174 Unqualified certificate of SL2014 all partners This option should be selected by each partner not from Poland. Polish partners will use option of partial transfer of the payment request, if due to technical reasons signing the document with epuap is impossible. SL2014 will display relevant message on the screen. You can abort signing attempt or choose the option of signing Partial payment claim with unqualified certificate of SL2014 If this is the case, choose OK.

175 In case of choosing unqualified certificate, authorisation of signature is slightly different. The system sends to your address indicated on the list of authorised persons, which is an element of Co-financing contract /decision, special code with which the payment claim is signed. Copy authorisation code from the message received.

176 After introducing the relevant code and confirmation with OK, the system will display message on signing the partial payment claim and sending it the Controller Verification of signature of Partial payment claim You can obtain confirmation of electronic signature by choosing specific partial payment claim, and then use the function Verify signature

177 When you choose this function, SL2014 will show information about electronic signature (relevant for the given signature) Sample screen for verification of signature with unqualified certificate of SL2014 is as follows:

178 Printing the partial payment claim At any time of working with creating partial payment claim, you can print saved form by choosing the function Print

179 The system generates file in the PDF format, which may be viewed and printed. If the partial payment claim was not saved or after the last saving was edited content of the partial payment claim, printing the form is impossible Editing the partial payment claim At any time you can edit the previously saved partial payment claim, which was not sent to the Controller. You can edit partial payment claim with the status In preparation, Corrected. To do this, choose the function Edit payment claim, available on the screen Project [Number of project] after choosing and checking partial payment claim for editing. As part of editing you can edit the entire partial payment claim, including also change of data in the block Identification of the payment claim. Editing data in the field Type of payment claim results in blocking partial payment claim. To return to editing partial payment claim you should choose the function Confirm to confirm the introduced changes or the function Cancel to return to the form as it was before editing the field Type of payment claim. If editing the field Type of payment claim consisted in unchecking the previously checked type after choosing the function Confirm the system displays warning message informing that the scope of data related to the unchecked type of partial payment claim will not be available for editing after update, and the data introduced there will be lost. In such case you can choose the function OK. After choosing this the system will present changed partial payment claim or choose the function Cancel, which will allow returning to editing the section Identification of the payment claim and selecting again the type of partial payment claim.

180 If data editing in the partial payment claim was not confirmed with saving the entire partial payment claim with the function Save, attempt to return to the screen Project [Number of project] with the function Back results in presenting dialogue box on loss of unsaved data. You have a possibility to confirm exiting partial payment NO. claim after choosing YES or returning to partial payment claim to save it and again exit after choosing the option Deleting the partial payment claim At any time you can delete the previously saved partial payment claim, which was not sent to the Controller. You can delete In preparation or Corrected. partial payment claim with the status To do this, choose the function Delete, available on the screen Project [Number of project] after choosing and checking partial payment claim to be deleted. After choosing the function Delete the operation shall be confirmed with the function OK then the system removes specific partial payment claim from the system or withdraws from removal of partial payment claim with the function Cancel.

181 Resubmitting/adding information/revision partial payment claim It may happen that partial payment claim sent to controller, is returned to you to correct it or clarify (eg. you will be asked to attach electronic version of documents confirming expenditures incurred). If this takes place, you will have access to it from the screen Project. The system highlights it with the status for clarification, visible on this screen in the row of specific partial payment claim. To start correcting partial payment claim, use the function Edit payment claim. Using this function results in creating new version of partial payment claim with the status Being clarified. Clarified partial payment claim includes all the data from previous version of partial payment claim with the status To clarification, except data from the Co-financing contract, that could be changed if modified since forwarding previous version of partial payment claim. You can start correcting partial payment claim after the controller provided the result of verification to you, including list of errors requiring correction or cases requiring clarification. If the controller did not provide yet result of verification on the attempt to edit, the following message appears:

182 All the functions and the process of creating and submitting the corrected partial payment claim, are the same like for the first creation and submission of the form Preview of versions of partial payment claim The system at different moments of work creates subsequent versions of partial payment claim. This takes place for example when you submit Partial payment claim again to the controller after returning it for correction or when the controller corrects your Partial payment claim without returning it to you. You can preview each version of partial payment claim that was created with the function Payment claim preview.

183 If this is the only version of the partial payment claim, the system will open it in read-only mode. If there are more versions of the partial payment claim, the system will open selection window Versions of pa with all the versions to choose from. In addition, you have an option to change the displayed columns and to extend the view by audit data (e.g. Who created, When created, etc.) by means of the Column visibility function.

184 Confirmation of receipt You can preview and print from the system confirmationn of submitting your partial payment claim to the Controller. As describedd in section Submitting the partial payment claim, each version of partial payment claim has control sum and qualified timestamp. To see confirmation of receipt of the document submitted in electronic form, on the screen Project choose the function Confirmation of receipt.

185 The system generates file in the PDF format, which may be viewed and printed.

186 8. Payment claim for the project As written previously, your project is implemented under the partnership formula, which has been reflected in the way it is settled and in the document flow. In Chapter 4 of the Manual you have found the method for completing and submitting the partial payment claim. In this chapter, you will learn how to complete and submit the payment claim for the project. Please note! This chapter is addressed only to persons authorised by the Lead Partner to work in the system. If you are a person authorised by the Lead Partner to work in SL2014, under your Project screen you have access to the Payment claims tab.

187 8.1. Registration of the payment claim for the project Each Lead Partner has the access as part of his own Project screen to the tab Payment Claims.

188 To start creating Payment claims for the project, choose the function Create a payment claim visible in the table. After completing the data in the Application identification section (described in chapter 4.2 Registration of the partial payment claim), SL2014 displays a window showing the list of the approved partial payment claims.

189 Please note! The window displayed will contain only those partial payment claims approved by the Controller, for which the dates indicated in the Payment claim for the period from to field, provided during their registration, are included within the period for which the payment claim for the project is submitted. Please indicate which partial payment claims are to be included into the payment claim for the project. Confirm your selection by selecting the Select function. As a result, the system presents the payment claim for the project, supplemented by the data from the approved partial claims, on a basis of which it has been created. Please note! If the payment claim for the project needs to take into account also the partial payment claim(s) covering the previous reporting periods (eg. one of the partners has not reported the progress of implementation of the project in the previous reporting period then the partner submitted the partial payment claim for 2 periods) you have to properly expand the range of dates in the Payment claim for the period from... to... These dates should correspond to the period for which the partial payment claims were submitted.

190 Partial claims which will not be included in the given payment claim for the project will be possible to be included in further payment claims if their period from and to is within the period from and to of the collective claim Rules for completing the payment claim for the project The payment claim for the project, being created by you, is already supplemented by the data from the approved partial claims on a basis of which it has been created. Although the SL2014 functionalities allow you to edit all of the fields of the payment claim, DO NOT MAKE any changes in the financial data. The amounts of expenses have been validated by the Controllers during the verification of the partial payment claims, therefore, they should be reflected in the collective claim in the unchanged amount. This will be examined by the JS (or by the MA for TA projects) during the verification of your payment claim for the project. Please, follow the following guidelines: 1. Project tab do not make any changes in this tab,

191 2. Physical progress tab: 2.1. Physical progress in the implementation of the project the system presents the descriptions provided by the individual Partners in the approved partial payment claims and preceded by an indication of the name of the Partner. You may edit the description of physical progress, so that it referred more to the project as a whole rather than to its individual parts, 2.2. Output and result indicators the status of the implementation of the indicators declared in the project is verified by the appropriate Controllers. Do not make changes in this tab, 2.3. Problems encountered during the implementation of the project the system presents the descriptions provided by the individual Partners in the approved partial payment claims and preceded by an indication of the name of the Partner. You may edit the description, so that it referres more to the project as a whole rather than to its individual parts, 2.4. Planned course of the implementation the system presents the descriptions provided by the individual Partners in the approved partial payment claims and preceded by an indication of the name of the Partner. You may edit the description, so that it referred more to the project as a whole rather than to its individual parts, 3. Financial progress tab do not make any changes in this tab, 4. Information tab do not make any changes in this tab, 5. Attachments tab do not make any changes in this tab. Please note! If during completing the payment claim for the project you detect an error or irregularity in the data transferred from the approved partial payment claims (not detected by the appropriate controller), please contact the administrator in the Joint Secretariat. It may turn out that it will be required to make modifications to the data in the approved partial payment claim and re-create the payment claim for the project Handling the payment claim for the project The implementation in SL2014 of the activities related to handling the payment claim for the project is the same as in Chapter 4.3 describing handling of the partial payment claim.

192 9. Correspondence with Controller As part of SL2014 solutions are implemented that allow handling correspondence and exchange of documents with institutions that are responsible for verification of your payment claims. This element of the system is similar to standard mailbox, however while using this module of the system, you are always sure that your letters and messages reach the appropriate recipient. The scope of this correspondence and documents provided under the system has been determined in the Co-financing contract/decision. During the implementation and settlement of the project, the Project Partners correspond with the appropriate Controllers in the system. On the other hand, the Lead Partners additionally correspond with the JS and, in case of TA projects, with the MA. The correspondence takes place only in the context of specific project, access to this part of the system is from the Project screen In order to correspond with the Controller, go to the ETC Correspondence tab. You may do this in two ways: Select your project with the left mouse button and then select the Go to correspondence function from the toolbar Select your project with the right mouse button and then select the Go to correspondence function from the context menu

193 Then go to the Correspondence ETC tab.

194 9.1. Mailbox folders In the module Correspondence ETC you have access to 3 folders corresponding to different documents Incoming including documents sent to you by the Controller, Sent including any letters and messages sent by you to the Controller, Working copies containing drafts of documents, which were created, saved but not sent to the Controller. In this tab you can: freely navigate between folders select individual functions

195 Prepare letter New message Save Refresh Edit Remove Sign Assign number Verify signature Reply Specific functions and their availability depending on the folder and type of document are described in further part of the Manual. View in the module Correspondence ETC consists of two main elements: List of documents table available in the folder, separate for each folder Block of preview available after selecting specific document in the table, displaying its content Preparing letters The system allows you sending to the Controller official letters, signed electronically with trusted profile epuap, qualified certificate or unqualified certificate (in case of partners not from Poland).

196 To start creating letter to institution, choose the function Prepare a letter

197 In open dialogue box Letter you must complete the required fields (marked with labels in bold). Part of the data is filled in automatically by the system and you do not have to fill it in - those fields are dimmed. In this option field you can enter specified by you letter number up to 50 characters.

198 If you have a system covering correspondence, in this option field may be entered the specified by you number - up to 50 characters. This field is intended for specification of subject of your letter. You can enter up to 500 characters. In this field basic content of letter shall be added - up to characters. One attachment may be attached to each letter. This may be other document, photograph or scan. For security reasons, the system allows attaching only specific types of files, for example it is forbidden to add executable files, such as.exe or.com. If the file format is invalid, SL2014 informs about it by the relevant alert screen. The maximum attachment size is 20 MB, that is why, where possible, while preparing scans of documents, remember the following: Instead of scanning in colour, scan your documents in grayscale save the scanned document as PDF file (or optionally jpg, png) thanks to this its size will be smaller. A good solution is also archiving multiple documents into a single file, remembering about the maximum attachment size.

199 After selecting the function Browse you can attach the file. The final element of the window are 3 functions available on the very bottom: Send choosing it calls dialogue box of signing the letter; without signing the letter sending the document is impossible. This function is described in further part of the Manual, in section Signing the letter. Save choosing it results in saving your letter in the folder Working copies. Close choosing it causes closing the dialogue box and no data is saved Sending messages SL2014 allows sending to the controller message relevant for current correspondence. Thanks to this form of exchange of information, you can use this function for working correspondence with your project manager in institution carrying out the first level control.

200 To start creating message to the controller, choose the function Create a message in the Correspondence ETC tab.

201 In open dialogue box Message you must fill in 2 required fields Subject and Content. This field is intended for specification of subject of your letter. You can enter up to 500 characters. In this field basic content of message shall be added - up to characters.

202 To each message one attachment may be attached. This may be other document, photograph or scan. For security reasons, the system allows attaching only specific types of files, for example it is forbidden to add executable files, such as.exe or.com. If the file format is invalid, SL2014 informs about it by the relevant alert screen. The maximum attachment size is 20 MB, that is why, where possible, while preparing scans of documents, remember the following: Instead of scanning in colour, scan your documents in grayscale save the scanned document as PDF file (or optionally jpg, png) thanks to this its size will be smaller. Good solution is also archiving multiple documents into a single file, remembering about the maximum attachment size. After selecting the function Browse you can attach the file. The final element of the window are 3 functions available on the very bottom: Save choosing it results in saving your message in the folder Working copies. Send choosing it sends your message to the Controller Close choosing it results in closing the dialogue box and no data is saved.

203 Working copies When you create a message/letter, if you have filled in alll the required fields, but for some reasons you do not want to send it to the controller, you can save the document. Choosing the option Save available in the letter/message compose window results in saving document in the folder Working copies Refreshing the mailbox While working in SL2014 (one single session), the system does not automatically update your mailbox you can do this by yourself, using the function Refresh Editing documents You can edit documents in your mailbox, but only those that are in the folder Working copies. To do this, in the block of preview of specific message/document, choose the function Edit, which causes opening relevant letter or message, in edit mode. From this level, you can use for example the function of signing letter, described in section Signing letter. Similarly, signed letter or standard message in the folder Working copies may be sent to the institution using the function Send Removing documents You can remove documents from your mailbox, but only those that are in the folder Working copies. To do this, in the block of preview of specific message/document, choose the function Remove. The system will ask you to confirm this action (you can withdraw from this by choosing Cancel) and to do this, choose the function OK. As a result, the document disappears from the system and you will not be able to restore it.

204 Signing the letter SL2014 allows signing the letter with epuap trusted profile, qualified signature, unqualified certificate or unqualified certificate. The letter may be signed at the stage of composing the letter, and also by editing letter saved in the folder Working copies. To sign the letter, after completing all the required fields, choose the function Send. The system will show selection list of available variants: Signing the document via epuap Signing the document with qualified certificate, Signing the document with unqualified certificate. After indicating the selected variant, confirm your choice with OK function.

205 epuap (only for partners from Poland) After selecting the epuap option, SL2014 will redirect you to epuap website and you will be prompted to sign the document. Select the function Sign with trusted profile. Then choose the profile you wish to use to sign the document. Select the function Use this profile for signing

206 You receive or SMS with authorization code for this action (depending on what you have chosen while creating the trusted profile). You must confirm the signature authorising it with the code sent and complete it selecting the function Confirm. If you have introduced appropriate code, the system will present a message about successfully signing the document. After selecting the function OK you will be redirected back to SL2014.

207 SL2014 will inform you about sending the letter to the institution with special message on the screen. If due to technical reasons signing the document with epuap is impossible, after selecting the option epuap, SL2014 will display relevant message on the screen. In this case, contact the Controller using the new message function. Qualified certificate (only for partners from Poland) You can select the option Signing the document using a qualified signature.

208 If the system displays Security Warning choose the option Continue. If in the next step dialogue box with question about running the application is displayed, choose Run. To make this dialogue box not appear again, mark the option Do not show this again for apps from the publisher and location above.

209 If in the next step dialogue box with question about access is displayed, choose Allow. To make this dialogue box not appear again, mark the option Do not show this again for this app and web site.

210 By entering PIN and confirming it with Accept, you will sign the letter. Then the system will inform you about signing the letter by displaying message on the screen. Unqualified certificate You can select the option Signing the document using a unqualified signature.

211 The system displays an information that to the e- mail address provided in the Co-financing contract a message containing a confirmation code has been sent. Type the code you received and confirm it clicking on the OK button. SL2014 will inform you about sending the letter to institution with special message on the screen.

212 You can also sign the letter saved earlier in Working copies. In the block of preview of specific letter, choose the function Send Assigning/editing number In SL2014 you receive also correspondence and messages from the Controller. To facilitate you administration and circulation of such correspondence and messages, in the system, functions allowing granting and editing the number for letters sent by the Controller were implemented, that are in the folder Incoming, in accordance with arrangements and rules adopted by you or the institution you represent. To assign/modify the previously assigned number, choose the function Assign/Edit number

213

214 The dialogue box includes 3 fields to be filled in. You must complete at least one of the fields: Letter number Document Ref. No In this optional field you can enter the number of letter specified by you - up to 50 characters. If you have a system covering correspondence, in this field the number specified by you may be entered - up to 50 characters.

215 in this text field you can add any information concerning letters sent by institution. You can enter up to 500 characters Verification of electronic signature You can obtain confirmation of electronic signature by choosing, in the block of letter preview, the function Verify signature

216 When you choose this function, SL2014 will show information about electronic signature Reply to letter/message Letters or messages in the folder Incoming may be used for quick preparation of answers. To use this function, in the preview block choose the function Reply

217 The system will display dialogue box Letter/message, the same as the form relevant for creating such documents. Additionally, as part of open form Message/Letter content of the last message/letter is visible, and: the field Subject is automatically filled in with the following text RE: and the content of the field Subject of the above indicated document, the field Content is automatically filled in with the data and the author of the reply and the content of the field Content of the above indicated document

218 Printing You can print the documents from the folder Incoming and Sent. To use this function, in the preview block choose the function Print Choosing this function results in generating by the system Print preview of specific document, and from this level, you can save it on local drive or print it.